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Access Roles

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Folder and Project Access Roles are available on Business and Enterprise accounts. Customizing Access Roles is available on Enterprise accounts.

⏱ 8 min read

Overview

Use Access Roles to control what users (or User Groups) can do within a shared folder or project. There are four Access Roles to choose from: Full, Editor, Limited, or Read Only and each role has a set of permissions associated with it. Enterprise account admins can customize the permissions for a certain role and can create new roles.

Important Information

  • There must always be at least one person with the right to share a folder/project.
  • You cannot change your own Access Role, even if there are other users who have Full Access to a folder/project.
  • Permissions granted by an Access Role can’t exceed the rights granted by a license type, e.g. Collaborators can’t create tasks even if they are granted Full Access to a folder or project.
  • You cannot adjust permissions for the Read Only role.
  • Enterprise accounts can have up to 10 Access Roles.

Access Roles Permissions

Below are the default settings for Business accounts. Admins on Enterprise accounts can customize these settings and therefore, the list of permissions for each role can be different.

 

Permissions

Full

Editor

Limited

Read Only

​Sharing​

 

Set Folder Permissions and Share

 

+

 

-

 

-

 

-

 

Add/remove Parent Folders and Tasks

+

-

-

-

Add/remove Followers

+

+

-

-

Duplicate Folders and Tasks

+

+

+

-

​Folders and Projects​

Create Folders/Projects

+

+

-

-

Rename Folders/Projects

+

+

-

-

Convert Folders/Projects

+

+

-

-

Edit Folder/Project Description

+

+

-

-

Edit Project Dates

+

+

-

-

Change Project Owner

+

+

-

-

Delete Folders/Projects

+

-

-

-

Edit Folder/Project Custom Fields

+

+

-

-

Add/remove Custom Fields

+

+

-

-

Change Folder's or Project's Default Workflow

+

+

-

-

Change Project Progress

+

+

-

-

Change Project Status

+

+

-

-

Change Folder/Project Color

+

+

-

-

Set Folder's or Project's Default View

+

-

-

-

Configure Folder/Project Views

+

-

-

-

​Tasks and Subtasks​

Create Tasks/Subtasks

+

+

-

-

Change Task Status

+

+

+

-

Edit Task Description

+

+

-

-

Edit Task Custom Fields

+

+

-

-

Rename Task

+

+

-

-

Modify Task Assignee

+

+

-

-

Edit Task Dates and Dependencies

+

+

-

-

Change Task Priority and Importance

+

+

-

-

Delete Tasks/Subtasks and Detach Subtasks

+

-

-

-

​Collaborate​

Track Time

+

+

+

-

Add Attachments

+

+

+

-

Remove Attachments

+

+

+

-

Add/remove Comments

+

+

+

-

​Calendars​

Manage calendar settings

+

-

-

-

Add/remove tasks on a classic calendar

+

+

-

-

Share a calendar

+

+

-

-

Delete a calendar

+

-

-

-

​Workload​

Delete Workload charts

+

-

-

-

Edit Title, Users list, and Folder

+

-

-

-

Edit Backlog Box

+

+

-

-

Share Workload chart

+

+

-

-

​Dashboards​

Share dashboard

+

-

-

-

Edit dashboard

+

-

-

-

Edit dashboard widgets

+

+

-

-

​Approvals and guest reviews​

 

Create approvals

+

+

+

-

 

Edit others' approvals

+

+

+

-

Create and edit guest reviews

+

-

-

-

*These permissions are only available in accounts with the Wrike for Professional Services package and Wrike Resource add-on enabled.  

**These permissions are only available in accounts with the Wrike for Professional Services package.

Create and Customize Access Roles

Enterprise admins with the right to “Edit Access Roles” can create and customize Access Roles.

Admins can create new roles, decide which rights are associated with each of the roles and rename the roles.

Create an Access Role

  1. Click your avatar in the Workspace’s upper right-hand corner.
  2. Select “Account Management”.
  3. Switch to the “Access Roles” tab.
  4. Click “Create Access Role”.
  5. In the pop-up that opens enter a role’s title and description.
  6. Click “Create Role”. A role appears in the table as a new column.
  7. Specify which rights should be included in a role:
    • To include a particular right: check the box corresponding with the preferred role and the right.
    • To exclude a particular right: uncheck the box.
  8. Click “Save changes”.

Customize Access Roles

  1. Click your avatar in the Workspace’s upper right-hand corner.
  2. Select “Account Management”.
  3. Switch to the “Access Roles” tab.
  4. You will see the list of Access Roles and rights you can customize.
    • To include a particular right: check the box where the right corresponds with the preferred role.
    • To exclude a particular right: uncheck the box.
  5. To rename a role or edit its description: hover over the title of a role you want to edit and click the three-dot menu on the right.
  6. Click “Save changes”.

Your changes immediately take effect in the Workspace. All users and User Groups who have a certain access level to a folder or project receive appropriate permissions.

Note! You may see that a user or a User Group has Multiple Access Roles in a folder or project. This indicates that:

  • They have inherited different Access Roles from multiple parent folders, projects, or User Groups.
  • These Access Roles are customized in a way, such that a different set of permissions is associated with each role inherited from parent folders, projects, and User Groups.

Delete an Access Role

Enterprise admins with the right to “Edit Access Roles” can delete Access Roles.

You can delete any role except the default ones (4 leftmost in the list of roles).

  1. Click your avatar in the Workspace’s upper right-hand corner.
  2. Select “Account Management”.
  3. Switch to the “Access Roles” tab.
  4. Hover over the title of a role you want to delete and click the three-dot menu on the right.
  5. Click “Delete Role”.
  6. On the pop-up that appears: choose a role which will replace the deleted role from the list. All users who are granted the role which is being deleted will get the Access Role you select on this step.
  7. Click “Delete Role”.
  8. Click “Save changes”.

Change a User or Group's Access Role

Regular Users with the right to “Set folder permissions” on a folder or project can change other users’ Access Roles.

  1. Right click a folder or project from the folder tree.
  2. Select "Share".
  3. Locate a user or group whose role you want to change and click the current Access Role to the right of their name.
  4. Select the Access Role you would like to apply to the user or group.
  5. Click “Save”.

Inherited Access Roles

How Folders and Projects Inherit Permission Levels

Permission levels are passed down from a folder/project to their subfolders/subprojects. When Permission levels are inherited, and a user has access to both the parent folder/project and their subfolders/subprojects:

  • You can change a user’s Access Role so that their permission level on the subfolder/subproject is higher than their permission level on the parent folder/project.
  • You cannot change a user’s Access Role on a subfolder/subproject so that it is lower than their Access Role on the parent folder/project, unless you turn off Inherited Sharing (details below).

Turn Off Inherited Access Roles

The ability to turn off Inherited Sharing is available on Enterprise accounts. 
 
When you turn off Inherited Sharing for a folder/project, inherited Permissions are automatically turned off as well. If Inherited Sharing is turned off, then you can edit a user’s Permission levels regardless of their Permission levels on the parent folder or project. For example, a user could have Limited Access to a subfolder even though they have Full Access to the parent folder. When Inherited Sharing is turned off, Permissions are affected as follows:
  • Users who have access to a folder/project at the time Inherited Sharing is turned off keep their current Access Role.
  • Users who are granted access to a folder/project after Inherited Sharing is turned off are granted the default Access Role for their user type.  
  • Subfolders and subprojects added to folders/projects follow inherited Access Roles logic, unless Inherited Sharing is turned off.

Access Roles and User Groups

You can set Access Roles for a User Group rather than for individuals. When you assign an Access Role to a group:

  • You can grant a member or members of the group a permission level that is higher than that of the rest of the group. For example, if a user group has Limited Access to a folder, you can upgrade one User Group member to Full Access.
  • You cannot grant a member or members of the User Group a permission level that is lower than that of the rest of the group. For example, if a User Group has Full access to a Project, you can’t downgrade one User Group member to Editor or Limited Access.

To upgrade a group member's Access Role to a higher one:

  1. Right-click a folder or project from the folder tree.
  2. Select “Share” from the dropdown menu which appears.
  3. Select the name of a user whose Access Role you want to upgrade from the list or start typing their name and select them once they appear.
  4. Click the current Access Role to the right of their name and select the Access Role you want to apply to them.
  5. Click “Save”.
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