We're looking for ways for to provide Reviewers with visibility to the projects we are working on through shared reports and dashboards. It's impractical to make these Reviewers, including sr. leadership, resource managers for each and every project.

Forum|Forum|4 years ago
July 29, 2021
1 reply
1109 views

Support has said it's not possible for reports and dashboards we share with Reviewers to include a view of all of the projects we're involved with unless we share access to each and every project.

This it means we're unable to provide a complete picture of the workload and workflow with senior leadership and stakeholders that would never be resource managers for every project that comes through our group.

Shared reports and dashboards that don't include projects are of little use to us.

This is very disappointing because this level of transparency and communication were basic expectations that influenced our decision to select Workfront as our project management resource.

Are there other ways to achieve our objective?

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Doug_Den_Hoed_AtAppStore

Community Advisor

Hi Rick,

Would it be possible to leverage the Report Options > "Run As" feature on the report(s) in question (i.e. so that the data returned includes all the projects that the Run As user can see), and then share that report with the the Reviewers (hmm....although as I type that, I have a hunch doing so might be verboten, from a licensing perspective...)

Regards,

Doug

skyehansen

Option 1 -- Doug's suggestion -- I don't see that it's breaks any rules, licensing wise. We do it a lot. The only caution being that if there's sensitive information, some thought goes into what is shared, and reports are a little more locked down so that there's no way to access any information outside of what's on the report. e.g. if the user creates a view that shows a column with sensitive information on it that wasn't in the original report view (same for filter and grouping). Oh, and the other caution that if your run-as user permissions change, the report will become useless (e.g. if they leave the company)

Option 2 -- just want to check in and see what's in Rick's head. Why exactly is it a hardship to share all the projects? Why would reviewers need to be resource managers? Does he know about Inherited Access? (i.e. As long as you give View access at the portfolio or the program level, they will see all the projects stored in the higher level object.]

Option 2.5 -- in the recent User Group meeting on system maintenance, we gave out a handout that included a list of best management practices. One is: "Set up leadership job roles per group and standardize sharing objects to them, so that if leaders come into the system they can automatically see pertinent work". As one of our strategists is fond of saying: "be kind to your future self!" Assume someone is someday going to want to see everything and you're not going to want that person to have system admin rights.

Christina_Jarosz

Level 9

This. We create Stakeholder Groups, Leadership Groups, (Dept) Manager group.

So on our templates, we have project sharing permissions to share access with Sales projects to the Sales Manager Group, and so on so forth. We're not sharing each individual project since it's the default on the template setup.

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