Creating and Managing Project Roles

Privileges for users are defined by project administrators within project roles. Project Roles offer you a powerful way to control access to a project.

Project Administrators can use project roles to define various levels of access based on the team or organization's needs. You can then assign users and groups to the appropriate project roles.

The difference between Project Roles, Project Administrator Roles, and Instance Administrator Roles is that Project Roles set privileges related to interacting with the project itself (for example, reading, creating, deleting artifacts, etc.). Project and Instance Administrator Roles set privileges relating to what users can and can't do within administration.

Access and Manage Project Roles

Privileges for users are defined by project administrators within project roles. Project Roles offer you a powerful way to control access to a project.

Project administrators can use Project Roles to define various levels of access based on the team or organization's needs. Administrators can then assign users and groups to the appropriate Project Roles.

1. From Settings, click Projects and select the desired Project in the main window
2. Back in the Explorer pane under Projects, expand User Management and select Project Roles
3. The Project Roles page displays all the Project Roles for that project. Click a role in the Name column to see its details.
   You can also sort the list by clicking a column header to display each column in alphabetical or reverse alphabetical order
4. The page displayed provides all the details for that Project Role including:
   1. The description
   2. All associated privileges indicated by a selected checkbox
   3. The associated Project Administrator Role
   4. The Project Administrator's Role description
   5. The Group Assignments for that Project Role by clicking the Project Group Assignments tab

Add a Project Role

Project administrators may use Project Roles to define various levels of access based on the team or organization's needs. Administrators may then assign users and groups to the appropriate project roles.

1. From Settings, click Projects and select the desired Project in the main window
2. Back in the Explorer pane under Projects, expand User Management and select Project Roles
3. Click Add Project Role.
4. In the page displayed:
   1. Click the default name in the header and enter a name for the new Project Role
   2. Enter a description for the role in the Description field. This will give other administrators quick context for reference when managing roles
   3. Define the privileges to be associated with the role by selecting each desired privilege in the Privileges section
   4. If desired, select an associated Project Administrator Role in the corresponding field. All Project Groups assigned to the role will have that Project Administrator Role assigned to them
      The Project Administrator Role Description is automatically populated according to the role selected in the Projected Administrator Role field
   To assign project groups to the new role, see Assign Project Groups to a Project Role.
5. Click Save

Edit a Project Role

Project administrators can edit the details of Project Roles, allowing for easy changes to the role's details as needed.

1. From Settings, click Projects and select the desired Project in the main window
2. Back in the Explorer pane under Projects, expand User Management and select Project Roles
3. On the Project Roles page displayed, click the desired role name
   1. To edit the role's name, click the name in the header and make changes as needed
   2. To edit the role's description, click the Description field and make changes as needed
   3. To edit the privileges associated to the role, select or clear the checkboxes as needed in the Privileges section
   4. To edit the Project Administrator Role, click and select another role in the corresponding field. All Project Groups assigned to the role will have that Project Administrator Role assigned to them.
      The Project Administrator Role Description is automatically changed and populated according to the role selected in the Projected Administrator Role field.
   To edit project groups to the new role, see Assign Project Groups to a Project Role.
   1. Click Save

Copy a Project Role

Project administrators can copy an existing Project Role to create a new one and make modifications as needed.

1. From Settings, click Projects and select the desired Project in the main window
2. Back in the Explorer pane under Projects, expand User Management and select Project Roles
3. On the Project Roles page displayed, click the role that should be copied
4. Click Copy
5. In the page displayed:
   1. Click the default name in the header and enter a name for the new Project Role
   2. Edit the copied description for the role in the Description field. This will give other administrators quick context for reference when managing roles
   3. Edit the privileges copied over to be associated with the role by selecting or clearing the checkbox for each desired privilege in the Privileges section
   4. Edit the associated Project Administrator Role copied over in the corresponding field. All Project Groups assigned to the role will have that Project Administrator Role assigned to them
      The Project Administrator Role Description is automatically populated according to the role selected in the Projected Administrator Role field
   To edit project groups to the new role, see Assign Project Groups to a Project Role.
   1. Click Save

Delete One or More Project Roles

Project administrators can delete one or more Project Roles if they are outdated or obsolete.

1. From Settings, click Projects and select the desired Project in the main window
2. Back in the Explorer pane under Projects, expand User Management and select Project Roles
3. On the Project Roles page displayed, click the role that should be deleted
   1. To delete multiple Project Roles, select the checkboxes for each role that should be deleted, click the Actions dropdown and select Delete
4. On the Project Roles page displayed, click the role that should be deleted
5. Click Delete
6. Click OK to proceed

Assign Project Groups to a Project Role

Project administrators can use Project Roles to define various levels of access based on the team or organization's needs. Administrators can then assign the users within groups to the appropriate Project Roles.

1. From Settings, click Projects and select the desired Project in the main window
2. Back in the Explorer pane under Projects, expand User Management and select Project Roles
3. Click the Project Role that should have Project Groups assigned to it
4. Click the Project Group Assignments tab
5. Click the Assign Project Groups button
6. Select the checkboxes for all the Project Groups you want to assign to that Project Role and then click OK
   You can also search for specific Project Groups using the search bar. You can also sort the table by clicking a column header to display each column in alphabetical or reverse alphabetical order
7. Click Save

Unassign Project Groups from a Project Role

Project administrators may unassign project groups from project roles to remove a group's access to the project.

1. From Settings, click Projects and select the desired Project in the main window
2. Back in the Explorer pane under Projects, expand User Management and select Project Roles
3. Click the Project Role you want to unassign Project Groups from
4. Click the Project Group Assignments tab
5. Select the checkboxes for all the Project Groups you want to unassign from that Project Role
   You can also search for specific Project Groups using the search bar. You can also sort the table by clicking a column header to display each column in alphabetical or reverse alphabetical order
6. Click the Actions button and then select Unassign
7. Click Save

Select the Scope of Project Group Assignments on a Project Role

Project administrators can define the scope of a Project Group's assignment on a Project Role to specify a particular part of the project (like a folder, or an individual artifact) that a Project Group can access and perform work in, allowing administrators to direct and control access to a specific part of a project.

1. From Settings, click Projects and select the desired Project in the main window
2. Back in the Explorer pane under Projects, expand User Management and select Project Roles
3. Click the Project Role you want to select the scope of Project Group Assignments for
4. Click the Project Group Assignments tab
5. Click the edit icon for the Project Group you want to select the scope of Project Group Assignments for
   You can also search for specific Project Groups using the search bar. You can also sort the table by clicking a column header to display each column in alphabetical or reverse alphabetical order
6. Select the specific part of the project you want to define as the scope for the Project Group and then click OK
   WARNING: Users that don't have view permissions across the entire project will not be able to load the project in explorer panel.
7. Click Save