Getting Started Guide

Permission Sets in Zoho Projects

Zoho Projects offers better control over the access levels a user has in the portal. Profile permissions have been divided into three sections. Portal Level, Project Level, and Module Level.

Each permission in these sections lets users handle host of activites and/or features inside the portal. Here is a breakdown on what you can and cannot do when the permissions are enabled.

Portal Level Permissions

Portal level permissions are available only for project users. Client profile users will not have portal level permissions.

Portal SectionAction PermittedAdditional Action Permitted
Global ReportsUsers can view Milestone Gantt, Resource Utilization Chart, and Project Timeline Gantt from Global reports section.-
Users & ClientsManage portal and client users. New Portal Users permission will also be enabled. Disabling New Portal Users permission will disable Users & Clients permission.View, add, edit and delete portal and client users (except Admins), follow users in the portal. Import users from Zoho CRM, Zoho Mail Suite, MS Projects, and Google Apps.

Managers can view project filters when this permission is enabled. For other users, enable project level Associate Users / Clients permission.

New Portal UsersAdd new portal users from the Users section inside a project.Without Users & Clients permission, the user will only be able to add new users to the portal from inside the project. User will not have access to Manage User section in the Settings page.
Profiles & RolesUsers can view, add, edit, and delete Profiles and Roles.-
New ProjectUsers can create new projects.Import MPP files (Project and Settings page), Project ICS, view Project Timeline Gantt, Export Projects.
Task Templates, Layouts, and FieldsUsers can view, add, edit, and delete task templates, task custom fields.-

Note:

  • Only Portal Owners can add Admins to the portal.
  • Portal level permissions can be granted only to user profiles.

Project Level Permissions

Project permissions can be given to user profile and client profile users. Client profile users can be given access to forums, pages, and events only.

Project SectionAction PermittedAdditional Action Permitted
ForumsUsers can view, add, and edit forums. Delete own forums. Users can also comment on forum posts-
ChatUsers can view, create, and edit chats-
PagesUsers can view, create, and edit pages. Delete own pages. Users can also comment on pages-
EventsUsers can view, add, and edit events. Delete own events. Users can also comment on events-
Project Settings & Issue TrackerUsers can edit Project Settings and Issue Tracker settings.Archive projects, edit project, email alias, and forum category. Issue tracker business rules, SLAs, notifications, fields, client permissions, email settings, email templates, link issues, webhooks, and custom functions.
Associate Users / ClientsAdd existing portal or client users to projects.Dissociate users/clients, follow other users in the project, export project users, view profile permissions, customize user permissions inside a project (except for admins and project owner). This permission along with Users & Clients will let user access project filters in the projects list view.

Note:

  • Project owners will have all permissions inside the project irrespective of their profile.
  • You can give access to only external forums, pages, and events for client profile users.

Module Permissions

This section lets you set permissions at a granular level. These can be applied to both user and client profiles. Timesheets will not be available to client profile users.

Milestones

PermissionAction PermittedAdditional Actions Permitted
ViewUsers can view all milestones in the project.User can follow and add comments to milestones.
AddUsers can add milestones to the project.-
EditOwned: Users can edit milestones owned by them.-
All: Users can edit all the milestones in the project.Reorder and move milestones.
None: Users cannot edit milestones in the project.-
DeleteOwned: Users can delete milestones owned by them.-
All: Users can edit all the milestones in the project.
None: Users cannot delete milestones in the project.

Task List

PermissionAction PermittedAdditional Actions Permitted
ViewUsers can view all task lists in the project.Follow task lists and add comments to task lists.
AddUsers can add task lists to a project.Choose from task templates when adding task lists.
EditUsers can edit task lists.Move and associate task lists.
DeleteUsers can delete all task lists.-
ReorderUsers can delete all task lists.-

Task

PermissionAction PermittedAdditional Actions Permitted
ViewView all tasks in the project.Export tasks, create task custom views, access task chart view, resource utilization chart, task reports, chronology gantt, milestone gantt, comment on tasks, add documents to tasks, view task documents, view task activities, follow tasks. Planned vs Actual for own tasks when timesheet view is also enabled and for all tasks when view all timesheet is enabled.
AddAdd tasks to projects.Import tasks, copy tasks. Add subtasks.
Edit

Owned: Users can edit only those tasks which are assigned to them and other unassigned tasks.

Move tasks. Set dependency from tasks owned by user to other tasks within and across projects.

Added: Users can edit tasks added by them and other unassigned tasks.

Move tasks. Set dependency from tasks added by user to other tasks within and across projects.

Both: Users can edit tasks added or owned by them and other unassigned tasks.

Move tasks. Set dependency from tasks owned and added by user to other tasks within and across projects.

All: Users can edit all tasks in the project.Filter My Tasks by assignee, export My Tasks, mark task lists as complete, drag & drop subtasks, convert subtasks to tasks, update tasks in bulk (classic and plain view), create custom views with accessibility permissions. Set dependency between all tasks.
 

None: Users cannot edit any tasks in the project.

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Delete

Owned: Users can delete tasks assigned to them and  other unassigned tasks.

-
Added: Users can delete tasks added by them and  other unassigned tasks.
Both: Users can delete tasks added or owned by them and other unassigned tasks.
All: Users can delete all tasks in the project.
None: Users cannot delete any tasks in the project.
ReorderUsers can reorder tasks from the task lists in the project.-
Add followersUsers can add followers to all tasks in the project.-

Issues

PermissionAction PermittedAdditional Actions Permitted
ViewView all issues in the project.Export issues, create issue custom view, use notification helper, add and view comments to issues, follow issues, view attachments, view changesets, view linked issues, and issue reports.
AddAdd issues to the project.Import and clone issues.
EditOwned: Users can edit issues assigned to them and other unassigned issues.Update issues in bulk and update issues by user pick list.
Added: Users can edit issues added by them and other unassigned issues.Update issues in bulk and move issues.
Both: Users can edit issues added and owned by them. Users can also edit all unassigned issues.Update issues in bulk, update issues by user pick list, and move issues.
All: Users can edit all issues in the project.Flag issues as internal or external, move issues, edit issue title and description, filter My Issues by assignee, update issues by user pick list, create custom views with accessibility permissions, link issues.
None: Users cannot edit issues in the project.-
DeleteOwned: Users can delete issues assigned to them in the project.-
Added: Users can delete issues reported by them in the project.
Both: Users can delete issues assigned to them and reported by them in the project.
All: Users can delete all issues in the project.
None: Users cannot delete issues in the project.
Add FollowersUsers can add followers to all bugs in the project.-

Timesheet

Timesheet is accessible only to Project Users. Client Users will not be able to view timesheets.

PermissionAction PermittedAdditional Actions Permitted
ViewOwned: Users can view their own time logs.Access task/issue detail page log hours tab. Planned vs Actual report for own tasks (when view task is also enabled).
All: Users can view all time logs in the project.View Timesheet Reports, Planned vs Actual report (when view task  is also enabled), view time difference column in task Classic View.
None: Users cannot view any time logs in the project.-
EditOwned: Edit own time logs in the project.-
All: Edit time logs of all users in the project.Filter My Timesheet by assignee, access client and project reports.
None: Cannot edit time logs-
DeleteOwned: Delete own time logs in the project.-
All: Delete all time logs in the project.
None: Cannot delete any time logs in the project.
Approve Timesheet (except client users)Users can approve time logs.-
Finance (except client users)Users can invoice time logs.-

Documents

PermissionAction PermittedAdditional Actions Permitted
ViewUsers can view documents in the projects.Attach files to tasks.
AddUsers can add documents in the projects.-
EditUsers can edit documents in the projects.-
DeleteUsers can delete documents in the projects.-
Manage FoldersUsers can create and upload folders.Dropbox sync, trash folders.

 Related Topics

Profiles | Roles | Portal Owner and Admin Permissions

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