Project roles let you define who holds which role within a project, and make this transparent to everyone involved in a dedicated view. To begin with, this isn't about additional permissions - it's about making it visible who holds which role in the project.
Unlike teams, which apply globally across the entire workspace, you can put together project roles freely for each project and assign people to them.
Important
Project roles are an Enterprise feature. It can be trialed for your workspace on request. Contact our sales team to have the feature enabled for you.
Defining project roles centrally
If the feature is enabled for your organization, you'll find a Project roles menu item in the workspace Settings. Here, you define globally which project roles can exist in your workspace at all - but only with a name and description, without a fixed assignment of people. The actual assignment of people to a role happens per project afterwards.
Note
There's no limit to how many project roles you can create workspace-wide. Only people with the system role Admin or Owner can edit project roles.
Assigning project roles to a project
The project management area has a Permissions tab for this. It combines the previous visibility setting with project roles. Select the project roles you want to use in the given project, and assign the corresponding people. A person can hold several project roles at the same time, and there's no limit to how many project roles you can select within a project.
Note
Within a project, people with the system role Admin or Owner can always edit project roles. Regular members can only edit project roles within a project if they themselves are set as the project lead for that project.
Expanding a project role shows its description as well as the assigned people. Alongside the responsible person, you can also record a deputy. You can add a note to any assigned person as well.
Using project roles as a permission level
As long as you only define and assign project roles, they serve transparency purposes only. Only once you use project roles to restrict access to tasks, folders, master data, or status reports do they become an additional, granular, project-specific permission level. For example, you can share a private task with a specific project role instead of selecting individual people.
Note
Project roles can also be assigned to tasks directly, and they work in project templates as well.
Displaying project roles in a widget
Two widgets are available for project roles, which you can add via Customize on a project's overview page:
- Project roles: a simple list of the defined project roles
- Project roles (extended): additionally shows figures for total roles, required roles, people assigned, unfilled roles, and the percentage coverage
If a project role doesn't yet have anyone assigned, this is shown in the widget as Unfilled.
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