Share an object

Go to the object you want to share.

For information about which objects can be shared, see Overview of sharing permissions on objects.

For projects, tasks, and issues:

Click the Share button next to the object name.

Or

For documents, portfolios, and programs:

Click the More icon next to the object name, then click Sharing or Share.

In the Give < Object Name > access to box (for documents, portfolios, and programs), or the Grant < Object Name > access to box (for projects, tasks, and issues) begin typing the name of the user, team, role, group, or company with whom you want to share the object, then click the name when it appears in the drop-down list.

For example, if you are sharing a project, use the Grant project access to field.

note tip
TIP
If you have multiple entities named similarly, they are all listed under their type. The names of the entities appear in alphabetical order. However, the order in which the entity types appear is random.
>

(Optional) Repeat step 3 for each user, team, role, or group to whom you want to grant access to the object.

Specify the permissions for each user, team, role, group, or company that you added in Step 3 by clicking the drop-down menu, then selecting the permission level that you want to grant.

For removing permissions from an object, see Remove permissions from objects.

The following options are available:

• View: Users can review and share the item.

• Contribute: Users can make updates, log information, make minor edits, and share, plus all View permissions.

  note tip
  TIP
  You can grant Contribute permissions only to the following objects:
  Projects Tasks Issues

• Manage: Users have full access to the object without administrative rights (which are granted at the access level). In addition, they also have all the View and Contribute permissions.

  note note
  NOTE
  The Workfront administrator or the object creator has the ability to remove permissions from these entities.

  

(Optional) Click Advanced Options to configure specific permissions on the object.

View, Manage and Contribute have different advanced options depending on the selected object.
For more information about the permissions levels, see Overview of sharing permissions on objects.

(Optional) To make this object available to all users in the system, click the Gear icon , then in the drop-down menu click Make this visible system-wide.

All users can see the object based on the permissions that you set.

(Optional and conditional) When sharing a project, click the Gear icon , then in the drop-down menu click Set as my project access template to set the permissions as a template.
After you have defined permissions on one project, these same permissions are automatically applied the next time you create a project from scratch.

You can specify permissions on the projects that will be created from a template when you share the template. For more information, see Share project templates.

(Optional) To make the object public, click Make this public to external users.

(Conditional) If you made the object public to external users, click copy link, then distribute the link to external users.
Any users with the link are able to view the object.

Click Save.

Navigate to a list of objects.

Select two or more objects in the list.

Click the Share icon .
Users who already have access to the object are not listed as available when bulk sharing.

In the Edit < Object Name > access for field, start typing the name of a user, team, group, job role, or company to which you want to grant permissions.

For example, if you are sharing a project, use the Give project access for field.

Continue sharing the selected objects as described in steps 4-9 in the section Share a single object in this article.

Click Save.