Project-sharing settings in Productive let you control who can view and work on a project, whether it’s individual teammates, entire teams, or specific permission groups.
By combining custom project-viewing permissions with sharing options, you can ensure that only the right users have access. Unlike system permission sets—where unrestricted Managers, Coordinators, Profitability Managers, and Admins automatically see all projects—you can create custom permissions to limit project access.
In this guide, we’ll walk you through how to share projects, manage visibility, and adjust access settings to fit your team’s needs.
1) Accessing Sharing Options
Find the project you need to share in the Project Management tab > Projects.
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 managing 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 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.
📌 Note: 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.
