Adding external company standard users access to projects, but locking them down to only certain projects | Community
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JakeYL26
November 21, 2024
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Adding external company standard users access to projects, but locking them down to only certain projects

  • November 21, 2024
  • 1 reply
  • 1361 views

Is it possible to add some Standard licence users from an external company (example PR firm) access to only specific projects? If posssibel, how could that be done?

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Best answer by Sven-iX

Thanks for all the helpful advise. I'm almost there. The unwanted portfolios and programs are no longer showing up for my test account. So that's good. However, when I go to the projects section I have visibility to 3944 projects (that i shouldn't see). I'm not sure why these are showing up. I checked a handful and they should only be visible to those who were invited. Logged in as a test user, I'm able to open these projects and browse timelines, documents, etc.

 

Maybe there's some sort of inherited permission that's making them populate? Or maybe I need to create a custom access level for these users?


Hi @jakeyl26 

The reason a standard user can see everything is when they are in the same group and/or company as the projects. 

Like I said, I would create a group just for these external people. Then share those few projects only with that group. 

 

1 reply

Sven-iX
Community Advisor
Sven-iXCommunity Advisor
Community Advisor
November 21, 2024

Hi @jakeyl26 

I would look at using groups first. E.g. create a group for this user, and share with this group what the user can access.

    J
    JakeYL26Author
    November 21, 2024

    We also found this:

     

    To set up users in Adobe Workfront so they can only see specific projects, follow these steps:

    1. Create Custom Access Levels:
      • Go to the Setup area by clicking the Main Menu icon.
      • Navigate to Access Levels and either create a new access level or modify an existing one.
      • Click the gear icon next to Projects and fine-tune the settings to restrict access as needed[1].
    2. Set Project Sharing Rules:
      • For each project you want to share, go to the project’s settings.
      • Click on Sharing and add the users or groups you want to have access.
      • Specify the level of access (e.g., View, Contribute, Manage) for each user or group[2].
    3. Use Portfolios and Programs:
      • Organize projects into portfolios or programs.
      • Share the portfolio or program with the specific users, ensuring they only see the projects within those portfolios or programs[2].
    4. Remove Inherited Permissions:
      • Check for any inherited permissions that might be giving users broader access than intended.
      • Adjust these settings at the project or portfolio level to ensure only the desired users have access[2].
    5. Test User Access:
      • Log in as the user or use an admin view to verify that the user can only see the intended projects.
      • Make any necessary adjustments based on what you observe[1].
    Sven-iX
    Community Advisor
    Sven-iXCommunity Advisor
    Community Advisor
    November 21, 2024

    Yup. 

    I suggest a group because then you can add/remove users from that group without having to remember the person(s) that should get the access. 

     

    AccessLevels is a good call to dial in what exactly the person should be able to do - once the can access an object.

     

    Finally, you may want to use a layout template to hide certain menus etc. 

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