Access to work is key for productive online collaboration. In Wrike, license types and sharing help you define what level of access and visibility different team members have. User license types
- Regular users, External users, and Collaborators have specific rights within an account; sharing
ensures visibility into particular tasks or projects for particular team members or groups.
Sometimes you need to provide certain access to only some of your team. This usually happens when you deal with sensitive information. For example, what should you do when your team members need full rights to all of your spaces, but only some of them should be able to add or change data to a particular space containing sensitive information? 🤔
For those kinds of scenarios, Wrike provides Access Roles functionality
. They help control what users can do within a shared space, 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. Please note that Access Roles are available on Business and Enterprise subscriptions.
Types of Access Roles
Here’s an overview of the main actions available to the four Access Roles in Wrike:
- Full - users can share items, tag, comment, add attachments, create tasks, folders, and projects, and edit their descriptions, change statuses.
- Editor - the main difference with the Full role is that here, users can’t share, tag, or delete tasks, folders, and projects.
- Limited - users can’t create, share, tag, or delete tasks, folders, and projects.
- Read-Only - users can only view the content but can’t modify it in any way.
Applying Access Roles
You can start applying Access Roles at the Space level by navigating to Space settings:
For example, if there is a space where you'd like all of your team members to have full visibility but limit their ability to modify tasks, folders, or projects, you can set their access as Limited or Read-Only.
Please note that permission levels are passed down from the space to folders and projects within it:
- You can change a user’s Access Role so that their permission level on the folder/project is higher than their permission level on the space level.
- You cannot change a user’s Access Role on a folder/project so that it is lower than their Access Role on the space level.
On the folder or project level, you can change Access Roles by navigating to the sharing dialog:
Access Roles & 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.
Create and customize Access Roles
If you’re an admin on an Enterprise subscription plan, you can customize the existing Access Roles and create the new roles. This can be useful when you need to set specific permissions for some groups of employees. For example, when you need them to be able to change task descriptions and nothing else - just create a new Access Role for your account!
Never stop learning
To learn more about sharing, access, and permissions in Wrike, we highly recommend taking the “Transparency & Permissions” Wrike Discover course
. By the end of this course, you will know how to give someone access to tasks, folders, projects, and Spaces and how to control how they can interact with that data.
Please let us know if you have examples, best practices, or questions regarding Access Roles in Wrike - we'll be happy to discuss below! 👇