Can you set up a viewer group that the User Access permissions don't override the group ones?

[Michelle Grimes]

I'm trying to set up a new View (with comments added) Group to my 3 yr old instance (I have new externals that would like to collab on certain projects). I have added a new user into this but the User Access permissions override and they're able to edit the current tasks. This is something, as well as create, that I don't want these users to have. Mainly as they're already in the habit of adding the "can you justs...?" through other channels

[Shikha Verma · Accepted solution]

Hi Michelle,

To set up a new view with comments only (without edit or create permissions) for external collaborators, you'll need to carefully manage user roles and permissions. Here's a step-by-step approach to achieve this:

1. Create a New User Group or Role:

• Create a Group: If your platform allows, create a new user group specifically for these external collaborators.
• Assign Roles: Assign a role to this group that has only view and comment permissions. Avoid giving them any roles that include edit or create permissions.

2. Configure Permissions for the New Role/Group:

• View Only: Ensure that the new group/role has permissions to view tasks and add comments but does not have permissions to edit or create tasks.
• Disable Editing and Creation: Explicitly disable any permissions related to editing or creating tasks. This should override any default permissions they might inherit from being part of another group or role.

3. Set Up Project-Specific Permissions:

• Limit Permissions to Specific Projects: Make sure the limited permissions are applied only to the projects where external collaborators are involved. This can often be done by setting permissions at the project level rather than globally.
• Check for Inherited Permissions: Ensure that the new group doesn't inherit permissions from other groups that might have broader access.

[Michelle Grimes]

Hi Shikha,

Thank you for this, it is most helpful as I revise what I have in place.

I thought I'd set this up properly but it seems the "any logged in user" permission overrides this and I cannot find a way to remove and replace with a set group.

Kind regards,

Michelle

[Shikha Verma]

Hi Michelle,
Please check what permissions are currently assigned to "Any logged in user." This permission typically allows anyone with an account in your instance to have specific access, which might be overriding your more restrictive settings.
If possible, remove the edit and create permissions from the "Any logged in user" group. This way, only users explicitly added to a specific group with those permissions can edit or create tasks.
If "Any logged in user" has broader access, consider creating more specific groups with the desired permissions and assigning users to these groups based on their roles.

Create a new group specifically for your external collaborators.Assign the new group only the permissions necessary for viewing and commenting on tasks. Ensure that edit and create permissions are explicitly denied. Add the external users to this new group. Ensure that they are not part of any other groups that might have broader permissions.

Go to the specific projects where these external collaborators will be working. Modify the project’s permission scheme to ensure that the new group (e.g., "External Collaborators") only has view and comment permissions. If the project permissions scheme includes the "Any logged in user" group, you may need to override this by specifying that only the newly created group has access to the project. This may involve editing the project’s permission scheme directly.

[Shikha Verma]

Hi Michelle, If the answer is helpful, then please accept it. Thanks!

[Michelle Grimes]

Hi Shikha,

Again many thanks. Is there a way to find this without resorting to a code please?

I found a post from 2021 but there's coding in there and wondered if there was a menu'd way through to this please?

Kind regards,

Michelle

[Michelle Grimes]

Hi Shikha,

Please don't worry about the last question - managed to do what I need
Thank you again for all your help

Kind regards,
Michelle

[Shikha Verma]

You're welcome, Michelle.