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Set tasks as “private” (Private tasks)

Albert Labermair
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Tasks in smenso can be set to private. This makes them completely invisible to unauthorized people - only people with explicit access can see them.

Note

This feature extends the previous permission options, which could only restrict editing rights. With private tasks, content can now be completely hidden. See the article Restricting edit rights (permissions) for more information.

 

Properties of private tasks

  • Extended permission system: Private tasks are only visible to people who explicitly have permission. For authorized people, you can also differentiate whether they have read-only rights or full access.
  • Holistic privacy: When a parent task is marked as private, this also applies to all content of the task and all associated subtasks.
  • Private means private: The Private label really means private - even admins have no access to private tasks unless they have been explicitly added.

Note

The workspace setting Enforce in private projects for teams applies exclusively to private projects - not to private tasks. For private tasks, access is always only possible through explicit assignment.

 

Restrict edit rights

  1. Open a task or subtask
  2. Click the lock icon 🔒 (Manage access) in the action buttons

    Lock icon in task action buttons
     
  3. Select Restrict access in the dialog

    Restrict access dialog
     

After the restriction is activated:

  • Everyone only has read-only access.
  • Administrators automatically retain full access - they appear as a separate group in the dialog.
  • The person who set the restriction also retains full access.
  • Additional people or teams can be added via Authorize more people/teams....

 

Note

Above the search field you will always see the people who still have edit rights.

People with edit rights in dialog

 

Set task to private

Once a task has been restricted, the additional option Set to private appears in the dialog.

Set to private option in dialog

  • Private tasks are only visible to explicitly authorized people - Everyone receives the status Invisible.
  • Authorized people can be granted either read-only rights or full access.
  • Unlike write restrictions, private tasks are also not visible to admins - administrators no longer appear automatically in the dialog after the task is set to private.

 

Making a private task visible again

There are two ways to make a private task visible to everyone again:

  1. Remove restriction: The task becomes visible to everyone again and all restrictions are lifted.
  2. Publish: The task becomes visible to everyone again, but existing write restrictions remain in place.

Remove restriction and Publish options

Note

Edit rights can be restricted at all task levels. Setting a task to private, however, is only possible at parent task level and always applies to the entire task including all subtasks. The private marking can also only be removed at parent task level.

 

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