Assign Project Roles

activeCollab Project Roles define what a user can do inside individual projects and to the objects within them. A user may also have several project roles, different for each project they are assigned to. For example, you may allow a user to participate in Discussions in one project, but restrict them from even viewing Discussions in another.

Unlike System Roles though, there are no predefined Project Roles in activeCollab. Instead you can create them according to your needs. To start creating a new Project Role, go to the Admin panel in the Roles section and click the New Project Role button. Here you can name the role and choose the permissions you wish it to have. Once submitted, the role will be saved and available in all upcoming projects.

You can also create a role on an ad-hoc basis, even while creating a new project. For example, after setting up a new project and filling in the basic information to get things started, you will be taken to the People project tab. From here you can choose any user you wish to include in that project and select the Project Role for them, either by selecting an existing role or creating a custom one and assigning permissions on the spot.

Now let’s take a look at the permissions that are used in Project Roles. These permissions all relate to whether users can view, access or manage certain objects:

  • No Access - the user cannot access or even see the tab containing the object. For example, a user set to have No Access to Ticket objects will not even be aware that the Ticket tab exists in this project.

  • Has Access - the user will have access to the object and will be able see the relevant project tab. For example a user with "Has Access" set for Tickets will be able to see the Ticket tab, and browse all Tickets placed inside it, but will not be able to add any new tickets (the New Ticket button will not be displayed) or change any existing ones.

  • Can Create - allows user to see the New Object button or, to continue our previous example, the New Ticket button and use it to add new tickets. However they will still not be able to change any objects (or Tickets, in our example).

  • and Can Manage - user will have all permissions for this object within the project. They will be able to view, create, edit and delete these objects.

Important Note

Regardless of the Project Role, there are a few people that will always have unlimited access to your projects, because of their System Role:

  1. Administrator - people with this System Role have unlimited access to all parts of activeCollab, and therefore have unlimited access to all projects as well.

  2. Project Manager - as global project managers, this person will have unlimited access to all projects.

  3. Project Leader -the person in charge of the project will always have unlimited access to all parts of the project that they are leading. This person will also receive all email notifications about that project, automatically.

After everything is set up, you can start working on your project, knowing you have full control over who can access or change the data within it.