Background

By default, the security permissions in Project Online and Microsoft Project Server only let projection managers to open and edit their own projects , and do not allow project managers to see anyone else's projects in either Microsoft Project or the Projection Center page in Projection Web App. Notwithstanding, a common security requirement in many organizations is that project managers should be able to open and edit their own projects, and they should exist able to open up Read-Just the projects that belong to other project managers. Therefore, this article is aimed at users who are application administrators for their organization's Project Online or Microsoft Project Server. Past the way, from this point frontwards, I will refer to these ii software applications as the Microsoft PPM solution.

Setting Up the Security Permissions

The permissions for project managers in Projection Web App are controlled the Projection Managers security grouping, along with its interaction with the My Projects and My Organization security Categories. Let'south first have a look at the default permissions for these 2 security Categories.

To access either the My Arrangement or My Projects security Category, log into Project Spider web App with administrator permissions. In the upper right corner of the Home page of Projection Web App, click the Settings carte button (it looks like a gear wheel) and then select the PWA Settings detail on the menu. In the Security section of the PWA Settings folio, click the Manage Categories link. The organization displays the Manage Categories folio such as shown in Figure 1.

Figure 1: Manage Categories page in PWA

Figure one: Manage Categories page in PWA

Call up that security Categories grant access to projects, resources, and views. So, let'south take a expect at the My Organisation category to see how information technology relates to projects. Click the My Organization link to brandish the Add together or Edit Category folio for the My Arrangement category, such as shown in Figure 2.

In the Projects section of the page, you lot can see the projects to which users are granted access. Notice that the Include all current and futurity projects option is selected, which means that through this Category, users are granted access to every electric current and time to come project in Project Web App. Click the Abolish button to get out the Add or Edit Category folio for the My Organization category.

Figure 2: Add or Edit Category page for the My Organization category

Effigy two: Add or Edit Category folio for the My Organization category

Next, allow's take a look at the My Projects category to encounter how it relates to projects. Click the My Projects link to brandish the Add or Edit Category page for the My Projects category, such as shown in Figure 3.

In the Projects section of the folio, yous can encounter the projects to which users are granted access. Notice that the Include merely the following projects option is selected, but that no projects are shown in the Selected Projects list. When the Selected Projects list is empty, the arrangement automatically determines user access to projects using the five checkbox options at the lesser of the section. Notice that just the showtime checkbox is selected, The User is the Projection Owner or the User is the Status Manager on assignments within that Project. With this option selected, each user is granted access to only his/her own projects. Click the Abolish push button to exit the Add together or Edit Category page for the My Projects category.

Figure 3: Add or Edit Category page for the My Projects category

Figure 3: Add or Edit Category folio for the My Projects category

So, after reviewing these ii security Categories, nosotros have now seen that they command user access to projects equally follows:

  • The My System category grants user admission to every current and futurity projection.
  • The My Projects category grants user access to each user's own projects.

With this in mind, let's now look at the Project Managers group, which utilizes both of these security Categories. In the upper right corner of the Home page of Project Web App, click the Settings menu button (information technology looks similar a gear bike) and then select the PWA Settings item on the carte. In the Security section of the PWA Settings folio, click the Manage Groups link. The organisation displays the Manage Groups folio such every bit shown in Figure 4.

Figure 4: Manage Groups page

Figure four: Manage Groups page

Click the Projection Managers link to display the Add or Edit Group folio for the Project Managers group. Roll downward to the Categories section of the page and then select the My Projects item in the Selected Categories list, such as shown in Figure 5.

The Permissions data grid for the selected category is where you see the overlap between the Project Managers group and the My Projects category. I like to think of the Permissions filigree in the following manner:

  • The Category controls what users can access.
  • The Group controls what users can do.
  • The overlap between the Grouping and a Category controls what users can practice with what they tin admission.

When you expect at the Permissions for My Projects data grid, y'all can encounter what members of the Project Managers group can do with their own projects. In the Project section of the data grid shown in Figure 5, yous can conspicuously see that members of this group accept full control over their ain projects. Detect that members of this group have permissions to open, save, and publish their own projects. They also have permissions to view their own projects in the Project Center page and they have permissions to view their ain project schedules in Project Spider web App.

Figure 5: Permissions for My Projects data grid

Figure 5: Permissions for My Projects data grid

Click the My Organization item in the Selected Categories list to brandish the Permissions for My Organization data filigree shown in Effigy 6. In this information grid, you tin can meet what members of the Projection Managers grouping tin can practise with everyone else's projects. You can clearly see that they do non have permission to open anyone else's projects, since the Permit checkbox is non selected for the Open Project permission. This means they cannot come across or open anyone else's project in Microsoft Projection. You can also encounter that they do not have permission to view anyone else'south projects in the Projection Heart folio, since the Permit checkbox is not selected for the View Project Summary in Projection Eye permission.

Figure 6: Permissions for My Organization data grid

Effigy half-dozen: Permissions for My System data grid

If your organisation needs to allow your projection managers to come across anybody else'due south projects, just to only open those projects Read-Only, all you demand to do is to select the Allow checkbox for the Open Project permission. This will allow each projection managing director to open other user's projects in Read-Just mode. And if y'all want your project managers to be able to see everyone else'south projects in the Projection Center page, all you need to practice is to select the Let checkbox for the View Project Summary in Project Eye permission. When finished, click the Save push button to salvage the changes to the Project Managers group.

Extra for Experts: What if all of the project managers in your arrangement need Read/Write access to every project in your Microsoft PPM system? The solution to that security demand is very simple. All you need to do is to open the My Projects category for editing, to select the Include all current and time to come projects option, and then click the Save button. With that one unproblematic change, every project manager will be able to see, open, edit, save, and publish every project in your Microsoft PPM system.