Restrict editing permissions

Sometimes there are things that are best left unchanged 🤷. Maybe a task has sensitive or important field information or description text that only you and 2-3 other people should be able to edit. This is where editing permissions come into play.

The permission settings of objects determine whether members are allowed to edit them or not. 

Permissions overview

For which objects can editing permissions be set?

• Project master data and project settings: The master data and settings are locked and are read-only. The permission applies to both master data and settings at the project level.
• Tasks: All fields of a task are locked and can only be changed by authorized persons. All others have read-only access.
• Subtasks: All fields of a subtask are locked and are changeable only for authorized persons. All others have read-only access.

Difference between permissions and visibility (of projects)

Editing permissions determine whether members are allowed to edit objects or not. The visibility of projects, on the other hand, determines whether a project receives the private tag and thus becomes invisible to all those who have not been explicitly added in the project settings.

The visibility of projects can be configured under Manage project > Settings > Visibility Learn more.

The visibility of tasks cannot be restricted. If you see a project, all the tasks it contains are also visible for you. 

Who can edit restricted objects or remove the restriction? 

If the editing permissions are restricted in an object (a task / a project), the following persons (groups) always retain the editing rights:

• Administrators
• The person who has restricted the object

In addition, other persons (groups) can be selected who should have editing permission. 

Everyone of the persons mentioned above can also remove the restriction. 

Restrict editing permissions in projects (master data / settings)

An active restriction always applies to master data and settings.

1. Open the project master data via Options > Manage project
2. Choose the lock symbol 🔒 in the action buttons to Manage access
   
   
   
   
3. Choose Restrict access
   
   
   
   
4. After enabling the restriction, all persons who still have editing rights are always displayed above the search field. "Everyone" will have read-only rights from this moment on. Administrators always have the right to edit a task or to remove the restriction. 
   
   

Restrict editing permissions in tasks/subtasks

1. Open a task/subtask
2. Select the lock icon from the action buttons 🔒to Manage access
   
   
   
   
3. Choose Restrict access
   
   
   
   Note that in the default setting (without restriction) "Everyone" will have full access. This is the normal behavior when editing tasks.
   
   
4. After enabling the restriction, all persons who still have editing rights are always displayed above the search field. "Everyone" will have read-only rights from this moment on. Administrators always have the right to edit a task or to remove the restriction. 
   
   

Making Tasks (including Subtasks) Private

Once a task is restricted, another permission option appears: Make Private.

Private tasks are only visible to individuals who explicitly have the permission. For all others, these tasks are completely invisible. It can also be determined for authorized individuals whether they should have read-only access or full access.

Private tasks are private and cannot be viewed or altered by admins, unlike writing restrictions.

To make a task visible again, there are two options:

1. Click on Remove Restriction: Makes the task visible to everyone and removes any other restrictions.
2. Click on Make public: Makes the task visible to everyone, but any writing restrictions remain in place.

Request editing permission

If you want to inform the person who has restricted an object that you would like to be included in the group of people with editing permission, you can send a request. 

Option 1: Point to the lock icon 🔒 in the task or project and select in the tooltip Request access.

Option 2: Open the menu for managing access and select Request access.

An email and in-app notification will then be sent to the person who initially locked the task.

Remove the editing restriction

Prerequisite: You must be authorized to edit in the respective object. 

1. Open the task/project
2. Select the lock symbol 🔒 among the action buttons to Manage access
3. The restriction can be removed in two ways:
   
   1. By hovering over the icon and selecting Remove lock
      
      
      
      
   2. By opening the permissions menu and selecting Remove restriction