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Granting manager access to subordinates documents

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Level 2
I was wondering if it's possible to automatically grant a user's manager access to any document that is assigned to a user. For example, Jim's manager is Matt. If Jim is sent an approval request on a document/proof, is there any way that Matt automatically is granted access to the document without requesting additional access from the Proof/Document owner? Just a way so that Matt can access all the documents/proofs that Jim is being assigned. Thanks in advance! Noah Wong BIOTRONIK, Inc.
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Level 8
Can you provide a little more context? You say 'document/proof' as if they are interchangeable, but permissions to a document in Workfront is very different to permissions to a Proof in Proof, even if the two are related. Is the document attached to a specific task or issue? Are there likely (or possibly) other documents attached to the same task/issue? Can Jim and/or Matt see the entire project, or just that task? Are they using the Workfront home page and/or the Proof dashboard to see their work? It might be possible, but we need a bit more context before we can really answer. Barry Buchanan Work Management Australia

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Level 2
You could probably do this with fusion Michael Stewart PMP Samaritan's Purse

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Level 10
As Barry mentioned, there is a difference between Documents and Proofs and their permissions. Something we do... managers already have view access to all projects through Portfolio sharing. We then create a Proof Approval report that shows the proof approval pending for direct reports. Because of the settings we have (which I assume everyone on the integrated version have), we allow people to enter a proof via the Workfront Document and they get added to a "Workfront" stage. This has worked out well for us. Anthony Imgrund FCB

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Level 2
Anthony, So, we have a situation where the designer creates a proof and the requestor is supposed to review and approve the proof. We also want the Designer's manager to see the proof- in your scenario would that be possible without specifying the manager within the proof comments? Not sure if that makes sense. Madeleine Bronstone Sr. Project Manager Bank of the West San Francisco, CA 94104 925-984-8178

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Level 2
I am referring to Proofs and their associated permissions. Interesting solution your team has but what if the proof approval requests are coming from a portfolio that the approver and approver's manager don't have sharing permissions. For example, a proof is generated in Portfolio A and then a proof approval is sent to Jim (who does not have any sharing permissions to Portfolio A but still needs a proof approval from him). Jim can now view and approve that proof that lives in Portfolio A but Jim's manager, Matt, (who also doesn't have any sharing permissions to Portfolio A) would also like to see the proof without requesting additional access from the proof owner. Is there a way that a Manager has automatic access to a proof that one of his direct reports has been granted access to? Or any suggestions on how we could accomplish this? Thanks! Noah Wong BIOTRONIK, Inc.

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Level 8
Dear Noah, There are two separate components at work here - permission to the proof and visibility of the proof. When someone is granted a proof licence, you can choose Manager, Supervisor or Sys Admin. A Manager can only see proofs they are named in with the approval flow. A supervisor has edit rights of all proofs in the system. So it sounds like the first step is to ensure Matt has supervisor access. The second step would be to make a report on the proofApproval object where Approver.ManagerID=$$USER.ID (and optionally OR Approver.ID=$$USER.ID). They could see any approval waiting for their staff, and as supervisor could jump in and make a comment. This approach won't cater for the situation where Jim needs to approve a confidential proof that Matt shouldn't see. There is no mechanism to selectively show the proofs. (Note: Keep away from the document approvals object in reporting. That's for documents to be approved or rejected in Workfront with no Proof component, no markup, no automated workflows etc. If you're using Proof, it will most likely come up blank and you'll waste time trying to work out why). Barry Buchanan Work Management Australia

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Level 10
Hi - if the Designer's manager is just viewing the proof, they can. When they go into a proof through the Workfront document, there is a separate Workfront stage that is created and they are put in that stage so they can comment (and even give a decision, but that doesn't advance the workflow). However, the manager has to have access to the Workfront Document for that to work. Anthony Imgrund FCB

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Level 10
Yeah, if the manager does not have access to the WF Document, they won't have access to the proof. However, if they do have access to the document, they can get access to the proof even if they aren't on that proof. At least that is our experience. Anthony Imgrund FCB

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Level 10
Hi Barry - that is interesting, for our department leads and managers, they just have a Workfront Review license and they do not have any proof license. We only have to use Supervisor versus Manager when someone wants manage a proof they didn't create (like change users on a stage or activate a stage early). Anthony Imgrund FCB

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Level 8
Ahhhh, true. On certain plans every Workfront paid (non-collaborator) licence gets a proof licence. If you're not on such a plan, or Matt has a Workfront collaborator licence, then there is a cost difference to uplift to manager or supervisor. My apologies for not explicitly stating my assumption. Barry Buchanan Work Management Australia

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Level 2
Thanks for all the information. I appreciate all the help. Noah Wong BIOTRONIK, Inc.