The built-in flexibility permits a company to apply Limited Access in one of two operational modes: Manager-level or Hierarchy-based. Although it is possible to switch between operating modes, this is normally set once and then left alone.
Manager-level Limited Access
The default Limited Access configuration mode is Manager-level. Operating in manager-level mode means that when selecting who can view and report on a project, task, etc., you are presented with a list of manager names (see image below). The effort required in this operating mode is to ensure that prompt and accurate permission is given to managers as new projects, tasks, etc., are added to the database.
The manager-level operating mode may be best suited for those companies that have a stable number of managers, small and stable set of projects and tasks, and infrequent staff turnaround at senior levels.
Applying limited access to a task in manager-level operating mode
Hierarchy-based Limited Access
Operating in hierarchy-based mode means that you assign access permission by pools of users called ‘Access Groups’. Access groups can be organized to model your company’s departments, teams, etc. Creating access groups makes it easier to give, modify or deny permission to many users at once. Using this method, when a manager joins a department, business unit, team, etc., there is no need to manually assign access to all the different projects and tasks that the manager requires. You assign the new manager to an existing access group and then all items available to the access group are automatically available to the new manager.
The ability to create hierarchical (nested) access groups also means that permissions are automatically assigned to the members of the parent access groups. This means that a project assigned to a sub-level access group is automatically available to all parent access groups in the hierarchy branch.
Although requiring more initial planning and forethought, the hierarchy-based operating mode may be the preferred method for larger organizations.
Applying limited access to a task in hierarchy-based operating mode
At this point, the documentation is divided into 2 distinct parts.
Configuring and using Manager-level limited access.
Configuring and using Hierarchy-based limited access.