Restricted members are people that hold a seat in your workspace, and are limited to viewing specific projects only.
Note that most members of the workspace should be set up as Full Members. This allows for greater transparency and minimizes the upkeep involved in maintaining access on a per project basis for each restricted member. Being a restricted member can be limiting and should primarily be used for clients or when there is sensitive workspace data.
Restricted Member Access Rules
The chart below explains the access rules that apply to restricted members in your workspace. In addition, you can also restrict members from being able to re-prioritize plan items.
VISIBILITY
NOTES
CLIENTS
Sees a client if:
Access is granted to at least one project for that client
Can associate a project to visible clients
Not able to create a new client
PROJECTS
Sees a project if:
An administrator, manager, or full member grants the restricted member access to the project
The restricted member creates the project
Can add a new project and associate it to visible clients
Can assign it to any workspace member
Projects they create are by default granted projects
Being a member of the Project Team does not automatically grant them access to the project
SUB-FOLDERS
Sees a gray sub-folder if:
It’s within a granted project
Can add a sub-folder within a granted project
Can assign it to any workspace member
PACKAGES
Sees packages only if they contain tasks for a granted project
Won’t see any other tasks within a package unless the tasks are for a granted project
Can’t create or delete packages or backlog packages
Can assign existing packages to any workspace member
TASKS, EVENTS, & MILESTONES
Sees a task, event or milestone if:
It’s in a project folder and they have been granted access
It’s in the Inbox and they are an owner (even if not associated to a granted project)
Can create tasks, milestones, and events within a granted project
Can assign them to any workspace member
Can’t create them within a package
Can track time and submit timesheets for tasks and events within a granted project
*See special Inbox rules below*
INBOX
Sees the Inbox, even if it doesn’t contain any tasks for a granted project
Sees any task they own in the Inbox, even if it’s not associated to a granted project
Can create tasks, milestones, and events within the Inbox
Can assign them only to self if there is no project association
Can assign them to any workspace member if associated to a granted project
COLLABORATION CONTENT
Sees comments, notes, documents and links for all visible plan items
Can add comments, notes, documents and links to all visible plan items
DASHBOARDS
Sees everything you see when a dashboard is shared with them, including billing and pay (rate sheet) data
Sees data for projects they have not been granted access to if those projects are included on the dashboard
Can’t see or use the View Project Dashboard link in the edit panel (even if on the Project Team) unless they have been explicitly invited to the Project Dashboard
Can’t create a dashboard
Can’t edit a dashboard
PROJECT PORTALS
Sees that a portal is opened and tasks have been shared, if:
It is a portal for a granted project
Can’t visit a project portal
Can’t enable new project portals
MEMBER LIST
Sees all members of the workspace via the People tab and via all member pickers
Not able to invite people into the workspace
REPORTS & ANALYSIS
For Projects tab reports (Status, Project Workload, Remaining Trend, Total Trend, Date Drift) and the Resource Workload report on the People tab:
Sees data for projects where they have been granted access
When focused on the root of the workspace, the inbox or a package, these reports will include roll up data from projects where the Restricted Member has not been granted access
Does not see the Analytics tab
Setting Up Restricted Members
A restricted member signs into your workspace, but they will not see a task, event, or milestone unless:
It lives in a project that they have been granted access to
Keep in mind this means that Restricted Members will not be able to view a task, event, or milestone that has only been placed within a package, without a project association. The task, event, or milestone must also be placed within a project for which they have been granted access.
Inviting a person into your workspace as a restricted member
You can set the restricted access level and specific project access right up front as part of the member invitation process. This is also where to check or uncheck the box that allows you to restrict the member from reprioritizing plan items.
Converting an existing member to a restricted member
Go to the People tab > Member List
Select the appropriate workspace member on the left
Select the member Access Controls tab
Choose the Restricted Member access level
Under Restrictions & Permissions, check the box if you want to allow this member to reprioritize plan items
Check the boxes to grant access to specific projects – type the project name(s) into the search bar to find it quickly
