Share workspaces
- A new Workfront package and license. Workfront Planning is not available for legacy Workfront packages or licenses.
- A Workfront Planning package.
- Your organization’s instance of Workfront must be onboarded to the ÃÛ¶¹ÊÓƵ Unified Experience.
You can share a workspace with others to ensure collaboration when working in ÃÛ¶¹ÊÓƵ Workfront Planning.
Access requirements
You must have the following access to perform the steps in this article:
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|---|---|
| Products |
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| ÃÛ¶¹ÊÓƵ Workfront plan* |
Any of the following Workfront plans:
Workfront Planning is not available for legacy Workfront plans |
| ÃÛ¶¹ÊÓƵ Workfront Planning package* |
Any For more information about what is included in each Workfront Planning plan, contact your Workfront account manager. |
| ÃÛ¶¹ÊÓƵ Workfront platform |
Your organization's instance of Workfront must be onboarded to the ÃÛ¶¹ÊÓƵ Unified Experience to be able to access all the capabilities of Workfront Planning. Your organization must be onboarded to the ÃÛ¶¹ÊÓƵ Unified Experience for users to be able to request and grant permissions to a workspace from a permission request. For more information, see ÃÛ¶¹ÊÓƵ Unified Experience for Workfront. |
| ÃÛ¶¹ÊÓƵ Workfront license* |
Standard Workfront Planning is not available for legacy Workfront licenses |
| Access level configuration | There are no access level controls for ÃÛ¶¹ÊÓƵ Workfront Planning |
| Object permissions | Manage permissions to a workspace |
| Layout template | All users, including Workfront administrators, must be assigned a layout template that includes the Planning area in the Main Menu. |
*For more information about Workfront access requirements, see Access requirements in Workfront documentation.
Share permissions to a workspace
The following users can share a workspace with other users:
- System administrators can share all workspaces, including the ones that they did not create.
- All other users can share only workspaces for which they have Manage permissions to.
To share a workspace with others:
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Click the Main Menu icon
The Workfront Planning landing page opens.
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(Optional and conditional) If you are a Workfront administrator, click one of the following tabs:
- My workspaces: Displays workspaces you created.
- Other workspaces: Displays all workspaces in Workfront Planning, including the ones shared with you.
For all other users, all workspaces you created or are shared with you display in the Workspaces area.
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Open the workspace you want to share, then click Share in the upper-right corner of the screen.
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In the Grant workspace access to field, start typing the name of a user or a group, then click it when it displays in the list.
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Select one of the following permission levels from the drop-down menu:
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View
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Contribute
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Manage
For information about permission levels and what actions users can perform for each level, see Overview of sharing permissions in ÃÛ¶¹ÊÓƵ Workfront Planning.
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Click Copy link to copy a link to the workspace to your clipboard.
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Share the copied link with others. Users who receive the link must be active users and log in to Workfront to be able to access the workspace.
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Click Save.
Grant permissions to a workspace from a permission request
Users who access a link to a workspace to which they do not have permissions can request permissions to the workspace. All users with Manage permissions to the workspace receive the permission request and can grant or deny the permissions.
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(Conditional) If you are are the manager of a workspace, you might receive a request from another user to access the view in the following areas:
- An in-app notification
- An email notification
- An in-app notification
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(Conditional) From the notification area in Workfront, click the in-app notification
Or
From the email notification, click View all notifications, then click the notification in the list.The Pending access requests box displays.
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(Optional) For the user whose permissions you want to approve, select one of the following options from the drop-down menu to the right of the user’s name:
- View
- Contribute
- Manage
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Select the user for whom you want to approve or deny the permission, then click Approve all or Deny all.
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Click the left-pointing arrow to the left of Pending access requests, then click Save.
If you approved the request, the users are added to the sharing box of the workspace. The user requesting the permission receives an email confirmation that their request was approved.
Remove permissions to a workspace
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Click the Main Menu icon
The Workfront Planning landing page opens.
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(Optional and conditional) If you are a Workfront administrator, click one of the following tabs:
- My workspaces: Displays workspaces you created.
- Other workspaces: Displays all workspaces in Workfront Planning, including the ones shared with you.
For all other users, all workspaces you created or are shared with you display in the Workspaces area.
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Open the workspace you want to remove permissions to, then click Share in the upper-right corner of the screen.
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Click the drop-down menu to the right of a user or group name, then click Remove.
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Click Save.
The user or the users that belong to the group removed no longer have access to the workspace or its objects.