Projects access control and visibility
Access control within Projects defines what each user can view, create, modify, or delete across resources such as files, requests, comments, and tasks. Visibility ensures users only see the content that’s relevant to their role and assigned responsibilities, maintaining structured collaboration and data security.
Projects include four primary user roles, each with its own level of access and visibility. Projects also support two visibility modes:
- Full View: This view enables the user to see everything in the project you have access to.
- Limited View: This view enables the user to see and act only on what’s assigned to you.
Project roles
| Role | Who They Are | What They Can Do |
|---|---|---|
| Owner | The person who creates or manages the project. | Has full control - can create, edit, delete, and share everything. |
| Team Member | An internal collaborator | Can view and work on shared resources (requests, files, tasks). |
| Employee | An internal team user | Can either have Full View (see all content) or Limited View (see only assigned items). |
| Client | External partner or customer | Can only see or act on what’s directly shared or assigned to them. |
The Project Owner:
- Has full access to all project content.
- Can create, edit, and delete files, tasks, requests, and tables.
- Can share and manage access for others.
- Can export or download all content.
The Team Member:
- Can view all content in the project.
- Can create or update resources shared with them (like files or tasks).
- Cannot delete or share the project.
The Employee Member with Full View permissions:
- Can view all project content, including requests, tasks, and files.
- Can add comments.
- Cannot modify, delete, or share content.
The Employee Member with Limited View permissions:
- Can view only assigned requests, files, or tasks.
- Cannot create or modify content.
The Client with Full View permissions:
- Can view and respond to Request Lists or Forms.
- Can view comments and signed documents returned to the project.
The Client with Limited View permissions:
- Can access only assigned items (e.g., a single task or request list).
- Cannot upload or view unassigned files or folders.
Access and Permissions Summary
| Action | Owner | Team Member | Employee(Full) | Employee(Limited) | Client(Full) | Client(Limited) |
|---|---|---|---|---|---|---|
| View Project | Yes | Yes | Yes | Yes | Yes | Yes |
| Upload Files | Yes | Yes | Yes | No | Yes | No |
| Create/Edit Requests | Yes | Yes | No | No | No | No |
| Add Comments | Yes | Yes | Yes | No | Yes | No |
| Assign/Complete Tasks | Yes | Yes | No | No | Yes | Yes (if assigned) |
| Download Files | Yes | Yes | No | No | Yes | Yes |