Assigning access groups to a project, task group, employee or employee group

You can limit access to projects, task groups, employees or employee groups using each item’s properties window or you can assign limited access in bulk via the Security view.

To assign an access group to a single item:

1. Locate the item either from the it's primary list view (Projects, Groups or Employees).

2. Select its Edit function.

3. Expand the Limited Access drop-down list. Existing assignments are shown as checked.

4. Check the access groups who require access to this item. Click the 'check all' icon to select all. Clicking the 'unselect all' icon removes all extra checkmarks. The access group that the person editing the item belongs to remains checked. The top most (root) access group is not available to be unchecked.
   
   When an access group is checked, any parent access groups are automatically checked. This guarantees that parent access groups always have access to items that belong to sub-level access groups. For example, using the image below; when the Finance access group is selected, its parent group (Operations) is automatically selected.
   
   

5. Click anywhere outside the list window to close the drop-down list.

6. Click Apply.

 

Tips: With the limited access list expanded, keep your mouse over an access group name to display the managers who are members of the access group. Many functions located on the toolbars can also be found by right clicking in the pane.

 

 

To assign access groups to multiple items:

1. Select Limited Access from the navigation bar (Security > Limited Access).

2. Select the Assign Limited Access tab at the right.  

3. Make sure that Assign is selected in the drop-down list above this tab. Instructions for the other drop-down options follow (Unassign, Replace, Assign to All).

4. Select Projects, Task Groups, Employees or Employee Groups from the drop-down list.

5. From this list, select the items.

6. From the hierarchy tree on the left, check the access group to assign to the items. When a sub-level access group is checked, all parent access groups in the branch are automatically checked. This guarantees that parent access groups always have access to items that belong to sub-level access groups.

7. Click Apply.

 

Next to each access group with a new assignment, there is a text link summarizing the assignment changes made for the access group. Clicking on the link displays an itemized list of the assignments. Additions are highlighted in yellow/gold.

 

 

To see what items have been assigned to an access group:

From the Limited Access tab.

In the left side pane:

1. Click on the access group's name in the hierarchy tree.

2. Click ellipsis button at the upper left and select View Access Rights.

A pop-up window is displayed showing what projects, task groups, employees or employee groups have been assigned to the access group.

  
 

Tip: Using your keyboard, press Ctrl+P to print this window

 

To see what access groups an item has been assigned to:

From the Limited Access tab.

In the right side pane:

1. Select the Assign Limited Access tab.

2. Select the type of item to review (Project, Task Group, Employee or Employee Group).

3. Select one or more items from the list.

4. Click ellipsis button located above the list and select View Access Rights.

A pop-up window is displayed showing which access groups the item is assigned to.
 

 

 

Modifying limited access assignments:

The Assign Limited Access function also permits bulk changes to be made to existing assignments. These are:

• Unassign: To remove assignments. Note that when in Unassign mode and an access group is checked, all sub-level access groups in the branch are also checked. This guarantees that, when an item is no longer available to an access group, it is also removed from any sub-level access groups.

• Replace: To replace an item’s assigned access groups with one or more other access groups.

• Assign to All: To assign the selected items to all access groups. When Assign to All is selected, please note in the left pane that the checkboxes next to the access groups are removed and that no summary information link is displayed after using Assign to All.

 

1. Select the action from drop-down list (Unassign, Replace, Assign to All).

2. Select Projects, Tasks, Task Groups, Employees or Employee Groups from the drop-down list.

3. From this list, select one or more items.

4. From the list on the left, check each access group for the action. Not applicable for Assign to All.

5. Click Apply.

 

 

Notes: So that at least one manager has access to each item, each item is assigned to the Root (top level) access group and cannot be unassigned. A maximum of 1024 access groups can exist in the database.

 

Tips: It is important to have the right action selected from the Action drop-down before starting to check managers on the left because switching the Action option clears all checkmarks made in the left pane. To uncheck all access groups, right click in the left pane and choose Uncheck All.