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Project Permissions

Available in: All Plans

Overview

Each user that joins a project is assigned individual Project-level permissions that determine what they are able to do and access within a project. The Project Permissions page provides an intuitive interface for project administrators to control project access.

New_Project_Permissions_scenario.png

The initial Project Permissions that each member is automatically assigned are based on their current Account-level permissions. However, you can map different project defaults for each Account Permission level—both on the Provider and Client side of the project—using Project Permissions Defaults. This way, you can ensure that members join a project with the proper access and permissions every time.

You can adjust your team member's privileges on a project-by-project basis by clicking the Actions icon at the top of a project workspace and then selecting Project Permissions.

Project_Actions_Project_Permissions.png

If you're a Project Administrator, you can adjust permissions for each member by selecting different Project Permissions and Additional Permissions from the respective drop-down menus.

Note: Users with Report Viewer (or higher) account permissions that create a project are automatically granted Project Administrator privileges. Users with Account Administrator account permissions cannot be granted lower project access than Project Administrator to any projects they are participating in.

Project Permissions Page

At the top of the Project Permissions page, you’ll see the Providers and Clients tabs. You can quickly switch back and forth between the two tabs to perform actions for either the provider or client side of the project, such as adjusting permission levels and editing any additional permissions.

Providers_and_Clients_tabs.png

Note: The Providers and Clients tab may have different names if you have set up custom team names.

You can search for a specific team member by their name in the Search field.

Search_bar.png

You can add a user to the Provider side of the project by clicking the Add Team Member drop-down in the top-right corner and selecting the account member you want to add to your project team.

Add_Team_Member_Drop-down.png

When you perform an action on this page—such as changing a participant's permission level or adding an additional permission—the Save button in the top-right corner will become active. To apply any changes, click Save. If you want to undo all changes you’ve made on this page and go back to the original permission settings since the last time you saved, click Revert.

Revert_and_Save_buttons.png

To open the User Details side panel for a specific user, click their profile picture in the Team Member column.

User_Profile_Picture.png

Team Lead

Click the Team Lead radio button to designate the Team Lead for the Client and Provider side of each project. Team Leads can be anyone in the project, not just Project Administrators. By default, their name and address will appear on invoices and other project information.

Team_Lead_Radio_Button.png

Project Permission Levels

Each Project Permission name indicates the areas of Kantata OX that the team member can either view or edit. The permission levels are:

  • View Tasks—They can view project and task information (excluding any financial information).
  • Edit Tasks—They can view project and task information (excluding any financial information), upload files, and use the Task Tracker.
  • View Time and Expenses—They can view project and task information (including all tracked time and expenses).
    Note: This option is not available on the Client side of a project and may not be available for External Project Participants if they are on a free account.
  • Edit Time and Expenses—They can view project and task information (including all tracked time and expenses), upload files, and use the Task Tracker.
    Note: This option is not available on the Client side of a project and may not be available for External Project Participants if they are on a free account.
  • View Financials—They can view all project information (including tracked time, logged expenses, and financial information).
    Note: This option may not be available for External Project Participants if they are on a free account.
  • Edit Financials—They can view all project information (including tracked time, logged expenses, and financial information), edit rates, set budgets, send invoices, edit time, and edit other financial information.
    Note: This option may not be available for External Project Participants if they are on a free account.
  • Project Administrator—They can complete all actions listed above, as well as change permissions for other users, update milestone weights, manage time and expenses, manage scheduled hours, and modify project information and settings.
Note: Users with View Financials permissions and above can approve or reject time from the Activity Feed. Based on account permissions, users with lower permissions also maybe be able to perform these actions. For more information, see Time Approvals.

If you're a Project Administrator, you can set or change the permission level for each person by selecting an option from the Project Permission drop-down menu.

Note: Keep in mind that Project Administrators cannot change their own project permission level, the permission level of the Project Administrator who created the project, or the permission level of users with Account Administrator account permissions.

Project_Permissions_Drop-down.png

Additional Access

For more granular control over how team members interact with a project, the Additional Access column allows you to assign extra permissions to your team members—with the exception of Project Administrators, who have all of these permissions by default.

For example, if a member has the View Tasks project permission but you want them to also be able to invite users to a project, you would select Invite Members to Project.

Additional_Access_Permissions.png

  • Post to Activity Feed—The team member can post, reply, and upload files to the project’s Activity Feed.
  • Track Expenses—The team member can log expenses on this project.
    Note: The Track Expenses permission is not available to users with View Tasks or Edit Tasks project permissions.
  • Track Time—The team member can track time on this project.
    Note: The Track Time permission is not available to users with View Tasks or Edit Tasks project permissions.
  • Invite Members to Project—The team member can invite other team members (or External Project Participants) to the Provider or Client-side of the project.
  • Schedule Hours for Self—The team member can schedule their own project hours.
  • Schedule Hours for Team—The team member can schedule project hours for their team members.

To give a team member additional project access, click the Additional Access drop-down arrow and then select each desired option. Each option appears in the Additional Access field above as you add them.

Additional_Access_drop-down_menu_open.png

Note: The available options in the drop-down menu may vary depending on the member’s project permission level.

To remove a singular permission, click the Remove icon to the right of the permission.

Removing_an_additional_permission.png

If you want to remove all additional access permissions at once for a specific team member, click the Remove icon in their Additional Access field.

Remove_all_permissions.png

Actions

Click the More icon in-line with a team member to either remove them from the project or move them to the Provider or Client side of the project.

More_options.png

Translating the Legacy Project Permissions to New Project Permissions

The Project Permissions give project participants the same abilities they had before but provide more clarity and better project access control for Account Administrators. To help you figure out which new permission levels your participants should be assigned based on their legacy Project Permissions, please refer to the chart and comparison scenarios below:

Legacy Project Permissions   New Project Permissions
Administrator > Project Administrator
Financials (Default) > Edit Financials
Financials (View Only) > View Financials
Time & Expense (Default) > Edit Time and Expenses
Time & Expense (View Only) > View Time and Expenses
Contributor (Default) > Edit Tasks
Contributor (View Only) > View Tasks

In our legacy Project Permissions scenario, each project participant represents a single project permission level:

Old_Project_Permissions_Translation.png

In our new scenario, the participants have Project Permission and Additional Access options that mirror the legacy Project Permissions scenario levels.

New_Project_Permissions_scenario.png

If you have any questions about the new Project Permissions functionality, you can reach out to support at support@kantata.com.

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