Project and Task Governance

Updated 

4 days ago

Platform Governance now centrally manages Project and Task creation/editing permissions, ensuring consistent access control across project and content management workflows. To create or view Projects and Tasks within a Portfolio/Project, users must have:

  • Permissions at the Global or Workspace level, and

  • Admin or Viewer access to the specific Portfolio or Project.

This article outlines the permissions associated with different access levels across Global/Workspace roles, and

Portfolio/Project-level roles (Admin/Viewer).

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Portfolio Access Levels

Admins have full control over the portfolio and all associated projects:

  • Configure the entire portfolio

  • View and manage all projects within the portfolio

  • Manage project and portfolio ownership

  • Inherit Admin access for all projects in the portfolio

  • Create, edit, and delete views

  • Add scoped and global custom fields

  • Rename and edit the portfolio

  • Share the portfolio

Note: Only portfolio owners can delete the portfolio. Once ownership is transferred, the new owner gains delete rights.

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Viewers have limited, read-focused access:

  • View all projects in the portfolio (Viewer access is inherited unless the project is created by the user)

  • Access shared views

  • Cannot configure columns or custom fields

  • Cannot edit or delete the portfolio

  • Cannot apply filters, sorting, grouping, or create views

Project Permissions

Project Permissions through Global & Workspace Roles: These permissions define what action a user can perform and are not specific to any particular project. 

  • View

  • Edit

  • Create

  • Archive/Unarchive

  • Delete

  • Share

  • Clone

Note:

  • Creator access at the portfolio level no longer allows users to create projects. Users need the Create Project permission from Global or Workspace roles.

  • Users can only create projects in portfolios they own or that are shared with them (as Admin or Viewer).

  • Users must be Portfolio collaborators (Admin or Viewer) to create projects within that portfolio.

 

Project Access at the Entity Level: Entity-level permissions determine where a user can take action—specifically, within individual projects. To create a project within a portfolio, a user must be added as a collaborator (Admin or Viewer) on that portfolio.

The table below outlines the specific actions users can perform in a project, based on their assigned access level.

Admins have complete control over project views and structure. With the Project Admin access, you can:

  • Edit Locked Views  

  • Delete Views [Locked and Unlocked]  

  • Manage Statuses  

  • Lock/Unlock Columns  

  • Edit cells in a locked column  

  • Manage Columns – Show/Hide Columns  

  • Add a new column (Task CF)  

  • Edit a column  

  • Move Columns within the sheet  

  • Import  

  • Add and Edit Task Dependency  

  • Freeze Columns   

  • Color Config  

  • Sort  

  • Filter  

  • Group By  

  • Share  

  • Edit Overview  

  • Create Automations  

  • Add Notes  

  • Add Attachments  

  • View Activity  

  • Add Meetings  

  • Edit Project Custom Field Values/ Properties  

  • Export  

  • Share Project with another Portfolio(s) - only if they’ve access to the other Portfolio  

  • Move (as a sub-project under another project)  

Editors can manage views they own and contribute content. With the Project Editor access, you can:

  • Lock Views Created by the user only (owned view)  

  • Move Columns within the sheet (owned view)  

  • Freeze Columns (owned view)  

  • Color Config (owned view)  

  • Sort (owned view)  

  • Filter (owned view)  

  • Group By (owned view)  

  • Share (if the share permission is granted via the Global Roles)  

  • Edit Overview  

  • Add Notes  

  • Add Attachments  

  • View Activity  

  • Add Meetings  

  • Edit Project Custom Field Values/ Properties  

  • Export  

  • View automation 

Viewers have read-only access. With the Project Viewer access, you can:

  • Add Notes  

  • Add Attachments  

  • View Activity  

  • View Meetings and their details  

  • Export  

  • Access/ View Shared Views  

  • View automation 

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Note: Analytics Tab is governed via Reporting permissions in Global/Workspace roles, and not dependent on Collaborator Access on Project Level.

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Task Permissions

Creating and editing tasks requires a combination of:

  • Admin or Editor-level access to the project, and

  • Appropriate Global/Workspace-level Task permissions.

Task Permissions in Global/Workspace Roles:

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  • View Tasks in the Sheet, Calendar, Timeline, Kanban views in The Task Tab    

  • View Details of the Task (Task Third Pane)  

  • View Task Sheet Tab   

  • Add Comments/Notes on Tasks   

  • Export  

  • Copy Link  

  • Search   

  • Update Status of the Task assigned to the user  

  • Add/ Create a Task in the sheet or within a Project 

  • Edit Unlocked Tasks

  • Create/Edit Task Reminders   

  • Drag and Drop: Make a Task a sub-task of another task 

  • Delete Unlocked Tasks   

  • Lock Tasks   

  • Edit Locked Tasks (action will work in conjunction with Edit permission on task) 

  • Delete Locked Tasks (action will work in conjunction with Delete permission on task) 

  • Update Status of all Tasks (even the ones not assigned) 

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