Overview
As of September 2024, Productive is transitioning from the "Project Members" logic, where users can join any public project on their own.
This functionality is being replaced with new project-sharing options described below, more aligned with the sharing mechanisms already used for budgets, Docs, and dashboards.
Sharing projects allows you to grant access to specific team members or entire teams, enabling smoother collaboration on project tasks and Docs.
Key Changes
1) New Sharing Options
The new project-sharing settings will allow for more controlled and customizable project access like the possibility of sharing projects with Teams.
Combined with custom project-viewing permissions, you can create permission sets that don’t have default access to all projects, unlike existing system permission sets such as unrestricted Coordinators, Profitability Managers, Managers, and Admins. This helps reduce the number of people with universal project access.
2) Phasing Out Public and Private Projects
The current Public and Private project designations will be discontinued.
Public Projects
Existing public projects will remain accessible to all employees. They will now be visible under the "Employees" dynamic group in the project-sharing options.Private Projects
Existing private projects will continue to be accessible only to the previously designated members and users with all-project access, such as Admins, unrestricted Profitability Managers, Managers, and Coordinators.
Accessing Sharing Options
Click on the sharing icon in the upper-left corner of the project screen.
Selecting Individual Team Members or Teams
Choose specific users, teams, or groups to share the project with. Learn more about Productive's Teams here.
To remove a user or team from the project's sharing options, click the bin icon on the right.
Viewing Who Has Access to the Project
Click on "Who can see this" in the sharing window to see the full list of individual users added to the project.
Dynamic Groups of People
1) Users with Access to All Projects (Added to the Project by Default)
This dynamic group cannot be removed from the project's sharing options.
Users with sufficient system permissions like Admins, Managers (unrestricted), Profitability Managers (unrestricted), and Coordinators (unrestricted) will have access to this project due to their permissions.
Moreover, users with custom project-viewing permissions who were granted access to see all projects will see it by default.
Tip: If you do not want all Admins, Managers (unrestricted), Profitability Managers (unrestricted) or Coordinators (unrestricted) to have access to all projects, create a custom permission set without the "View all projects" permission to limit project visibility.
Then, grouping your users into teams further simplifies your project management. For instance, create a "Managers" team and add it to every project for easy access management.
Find out more about the custom permission builder here.
2) Employees Group (Optional)
You can add the "Employees" group to the project, ensuring all your employees can access and collaborate on the project.
If needed, this dynamic group can be removed.
Sharing Projects and Docs
Project-sharing settings control doc access within projects. By default, docs in projects are visible to project members, the project manager, and the creator.
Removing the "Project Members" group from the document's sharing options allows you to manage document access separately.
Good to Know: Even if a document is part of a project, you can share it with users outside the project, giving them access only to the document.
Find out more about sharing docs here.
