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New Project Permissions [Beta & Early Access]

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 new Project Permissions page provides a more intuitive interface and better project access control for account administrators.

Project_Permissions_full_screen.png

The initial Project Permissions that each participant 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 the project workspace next to the project name, and then click 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.

The Difference between Beta and Early Access

Note: For information on how the new Project Permissions differ from the legacy experience, see the section Translating the Legacy Project Permissions to New Project Permissions below.

Kantata's new Project Permissions functionality is available on two levels:

  • Early Access—On a per-project basis, you can opt in from the legacy Project Permissions page. When you opt in, the new page applies only to the current project and there are no other changes on your account outside of the project.
  • Beta—Those participating in the beta have the new Project Permissions page applied to all projects by default. In addition, the Project Permissions Defaults page in the account settings allows you to set the default project permissions with the same granularity and improved design.
Note: If you would like to participate in the beta, please contact your Customer Success Manager.

Enabling the New Project Permissions Page (Early Access)

WARNING

When you access the new Project Permissions page for an individual project and make edits, the new permissions will be officially activated for that project once you click Save for the first time. Please note that you cannot switch back to the legacy Project Permissions for that project after you click Save.

On the legacy Project Permissions page, select the Click here to try out the new Project Permissions link to go to the new Project Permissions page.

New_project_permissions_link.png

If you want to return to the legacy Project Permissions page and have not saved any edits on the new page, select the Click here to return to the legacy Project Permissions link at the top of the new Project Permissions page.

Link_to_return_to_Legacy_page.png

New Project Permissions Page

At the top of the new 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 labels will be different 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 an account member.

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 project info and invoices.

Team_Lead_Radio_Button.png

Project Permission Levels

Each new 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), post messages, upload files, and use the Task Tracker.
  • View Time and Expenses—They can view project and task information, including all tracked time and expenses.
  • Edit Time and Expenses—They can view project and task information—including all tracked time and expenses—as well as post messages, upload files, and use the Task Tracker.
  • View Financials—They can view all project information (including financial information).
  • Edit Financials—They can view all project information (including financial information), edit rates, set budgets, send invoices, edit time, and edit other financial information.
  • Project Administrator—They can complete all actions listed above, plus the ability to change permissions for other users, update milestone weights, and modify project information and settings.
Note: Keep in mind that Project Administrators cannot change their own project permission level or the permission level of the Project Administrator who created the project.

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.

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 participant can post, reply, and upload files to the project’s Activity feed.
  • Track Expenses—The participant can log expenses on this project.
    Note: The Track Expenses permission is not available to users with View Tasks or Edit Tasks project permissions, but users with Edit Time and Expenses or Edit Financials project permissions can track expenses without this permission.
  • Track Time—The participant can track time on this project.
    Note: The Track Time is not available to users with View Tasks or Edit Tasks project permissions, but users with Edit Time and Expenses or Edit Financials project permissions can track time without this permission.
  • Invite Members to Project—The participant can invite other team members (or External Project Participants) to the Provider or Client-side of the project.
  • Schedule Hours for Self—The participant can schedule their own project hours.
    Note: Users with Edit Financials project permissions can schedule hours for themselves without the Schedule Hours for Self permission.
  • Schedule Hours for Team—The participant can schedule project hours for their team members.
    Note: Users with Edit Financials project permissions can schedule hours for others without the Schedule Hours for Team permission.

To add additional project access for a team member, 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 for a specific project participant at once, click the Remove icon in their Additional Access field.

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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 new 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.

Project Permissions Defaults (Beta)

Note: If you would like to participate in the beta, please contact your Customer Success Manager.

The Account-level permissions in Kantata OX determine a user's overall privileges and the areas for which they have access. Every time a user joins a project, they are also assigned individual Project-level permissions that determine what access and abilities they have within each project.

These permissions can be adjusted on a project-by-project basis, but the initial Project Permissions that each member inherits are based on their Account-level permissions. You can map different project defaults for each Account Permission level—including the Provider or Client side of the project—on the Project Permissions Defaults page to ensure that each member will enter a project with the proper access and permissions every time.

Note: These settings save time when used in combination with batch actions or integrations and reduce the effort required to verify that each member's Project-level permissions are set where you want them. Keep in mind that reconfiguring the Project Permissions Defaults does not affect the current Project-level permissions for members who have already joined a project.

At the top of the new Project Permissions Defaults 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.

How to Map Project Permission Defaults

  1. Hover over Settings in the left navigation and select Project Permissions Defaults.
  2. Choose whether you want to map permissions for the Provider side or the Client side of the project. The Provider tab is selected by default, but you can switch back and forth between tabs without losing any changes.
    Note: The Provider and Client tab labels will be different if you have set up custom team names.
    Provider_and_Client_tabs_Project_Permission_Defaults.png
  3. In either tab, use the drop-down menus in the Project Permissions column to select the permission you want to map to the corresponding Account Permission.

    Project_Permissions_Levels_Project_Permission_Defaults.png

    • For members on financial projects with the Account-level permissions of Project Creator, Collaborator, and Punch Clock, only the project permissions of View Tasks, Edit Tasks, View Time and Expenses, and Edit Time and Expenses are applicable. For example, a Collaborator mapped to Project Administrator by default will enter a financial project as Edit Time and Expenses and a non-financial project as Project Administrator. An invalid selection will default to the next lowest applicable project permission level.
    • On non-financial projects for any account permission level, only Edit Tasks and Project Administrator are applicable. For example, a Report Viewer mapped to the Edit Financials project permission level by default will enter a financial project as Edit Financials and a non-financial project as Edit Tasks. An invalid selection will default to the next lowest applicable Project Permission level.
    Note: The Collaborator (External) account permission is recommended for External Members in your Talent Network. This account permission is only available for Enterprise and Premier users.
  4. Use the selections in the Additional Access column to assign extra permissions to users with the corresponding Account-level permissions.
    Note: Account and Project Administrators have access to all Additional Permissions and these permissions cannot be adjusted. Additionally, since clients don't track time and expenses, the View Time and Expenses and Edit Time and Expenses options aren't available in the Client tab.
    Additional_Access_Project_Permission_Defaults.png
  5. When you are finished making changes, click Save in the top-right corner of the screen.

External Project Participants

The Project Permissions Defaults also gives you the ability to limit access to information by configuring the default permissions and access for External Project Participants.

  • On the Provider side, External Project Participants are typically contractors.
  • On the Client side, External Project Participants are typically clients.

Free Users

Free users always default to View Task project permissions on the Provider side of a project and can never be given a higher permission level.

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