Limiting users' access

There are three levels of Project access scope that can be applied to users which can determine which Projects they can access and edit.

  • Access to all Departments and Projects: This grants the user access to all Projects in the account.
  • Access to specific Departments: This grants the user access to all Projects within one or more specific departments.
  • Access to specific Projects only: This grants the user access only to Projects which have been specifically shared with them.

How to assign access permissions

To set the access scope of a new user, select one of the options from the dropdown when adding them to your team:


If you choose Access to specific Departments, a new dropdown menu will appear, from which you can select the Departments that you'd like to add your user to:


If you choose Access to specific Projects only, you'll need to manually invite them to the Projects you would like them to access.

How to invite a user to access a Project

1. To choose which projects they can view, select Projects at the top of your screen, and press the project sharing icon (mceclip0.png) to bring up the Project Sharing menu:


If I would like to give Michael access to 'Fake smile challenge' project, all I need to do is click this button here -


2. On the Project Sharing menu, in the Add an Author dropdown, select the Author with whom you want to share this project, and press +Add Author:


In the example above, Joe will now be able to access the project in the Projects menu, he will also receive an email notification to let him know that this project has been shared with him.

Note: Projects that have been assigned to a folder outside of a Department or that have not been assigned a folder at all will appear in All Folders. Projects that are located here can still be viewed by restricted authors in Preview but they will not be able to make edits.
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