Assigning Access Rights

Access rights, which are inherited from the parent object, apply to objects such as templates, schedules, tasks, and alerts.

For details on access rights, see:

Administrators

  • Unrestricted access to all features

  • Multiple administrators are allowed, and each has write access to all objects, including those created by other administrators.

  • Set up user access to tasks by assigning users to tasks with task roles of Owner, Assignee, Approver, or Viewer.

Owners

  • Assigned to every task and must be a Close User, Close Power User, or Close Administrator

  • Writer access to the task when it is applied to a schedule

  • For pending tasks, can edit task properties; for example, add or remove instructions or questions, or add or remove approvers

  • For open tasks, cannot modify properties

  • Ensures that the task is completed, although they may not be performing actions on the task

  • Receive notifications when the task status changes, and can intervene in the task workflow at any time

  • Reassign the Assignee or Approvers

  • Act as the Assignee, approve the task for an Approver, or force the task to close

Assignees

  • Responsible for working on the task

  • Have read access to all task information

  • Add comments, answer questions, submit tasks for approval, create alerts, or reassign the task to other users

  • Have read access to some information about the predecessor tasks, for example, Owners, Assignees, status, name, and description

  • Access only to individuals

  • Only one Assignee for each task

  • Optional. If no Assignee is assigned, then responsibility for the task is assigned to the task owner

Approvers

  • Ensure that the task was done correctly by the Assignee and sign off on it

  • Each task may be assigned up to 10 levels of approval

  • Can only be assigned to individuals

  • Have read access to all task information

  • Can add comments, approve or reject tasks, create alerts, or reassign approval to other users

  • Have read access to some information about the predecessor tasks, for example, Owners, Assignees, status, name, and description.

Viewers

  • May be Close Users, Close Power Users, or Close Administrators

  • Multiple users may be assigned to a task as viewers

  • Receive read access to all task information, and for parent tasks, to the task information for their children

  • Can assign the viewer role to groups

  • Cannot perform task actions and are not part of the task workflow.

  • Task Assignees and Approvers act as viewers in Task Details. They can view their own tasks in an open schedule.

Examples:

  • If a user has write access to a schedule, that user also has modify access to every task in the schedule.

  • If a user has read access to a template, the user also has read access to every task of that template.

The types of activity rights a user has for an object establish the access rights to that object.

  • Owner—Has write access to the object.

  • Assignee—Has write access to a subset of the object attributes and read access to the rest.

  • Approver—Has write access to the Status (Approve/Reject) attribute of the object (for example, an Alert), and read access for the rest. For example, an approver can add comments and create alerts.

  • Viewer—Has read access to the object.