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⚙️Private projects

Kelly Kmitta
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Project visibility determines who can see a project and edit its content. By default, projects are open - all workspace members have access. Setting a project to private makes it completely invisible to everyone who has not been explicitly invited.

Note

Project visibility is not the same as edit rights. Edit rights control who can edit a project - independently of whether it is private or open. See the article Restricting edit rights (permissions) for more information.

 

What does "private" mean for users?

  • A private project is only visible to authorized people in the portfolio overview.
  • A private project can only be found in search by authorized people.
  • Tasks from a private project can be assigned to both authorized and non-authorized people. If a task is assigned to someone without project access, it will appear in their My tasks area and can be worked on normally there - but the person will never gain any visibility into the project itself.
  • The project lead and the person who set the project to private always retain the right to view and edit the project.
  • Guests can only access projects they have been explicitly invited to - regardless of whether a project is private or open. An open project is therefore just as invisible to guests as a private one, unless they have been invited.

 

Setting a project to private

  1. Open Manage project
  2. Switch to the Settings tab
  3. Click Private in the Visibility section

The project is now only visible to invited people. All authorized people are listed under Users with access to this project.

 

Adding and removing people

To add more people to a private project:

  1. Click the + icon in the Visibility section
  2. Search for the person and select them

To remove a person, click the ✕ icon next to their name.

Note

Admins do not automatically have access to private projects. Access is only granted to people who have been explicitly added - or to teams for which the option Enforce in private projects has been enabled in the workspace settings. This setting can be found under Settings > Teams in the context menu of the respective team. See the article Managing teams for more information.

 

Show project name in tasks

When tasks from a private project are assigned to members or guests without project access, the project name is not visible in those tasks by default.

You can control this per project: Enable the option Show project name in tasks? under Manage project > Settings > Visibility. When active, members and guests without project access will also see the project name in the tasks assigned to them.

Tip

This setting is particularly relevant when you regularly delegate tasks from a private project to external guests - such as clients or service providers - and want to give them context about which project the task belongs to.

 

How private projects are labeled

Private projects are marked with the label Private in the portfolio and sidebar - visible to all people who have access.

Note

The 🔒 lock icon in smenso indicates restricted edit rights system-wide - not private projects. Private projects are exclusively marked with the written label Private.

 

Making a project public again

  1. Open Manage project
  2. Switch to the Settings tab
  3. Click Open in the Visibility section

The project will then be visible to all workspace members again.

 

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