Project Access is a tool to specify who is going to have access to specified sub projects. If your project requires access control, you should enable project access to limit the access to specified persons. Otherwise, project access should be disabled for the project, which makes it available for all users in the system.
If your project requires access control, everybody who need to see and/or register data need to have access to the actual part of the project. Access is controlled by connecting selected project members to teams, and then granting project access to these teams. Access is specified on sub project level. It is required to have access to the entire project if you wish to export a project from Microsoft Project, import a project to Microsoft Project, export the project plan to Primavera Project Planner, import the project plan from Primavera Project Planner and schedule a project using Gantt, as well as to approve, complete and cancel a project.
When specifying team members, it is important to notice that if the team member should have access to report time and/or cost on the project activities, the team member must exist as an employee in the company associated with the project. If the team member does not need to report time or cost, and only needs access to see/update the project information, the team member can belong to any company.
By default it is only the project manager that has access to the complete project, and the individual sub project managers only have access to their sub project and to the sub project structure beneath the sub project where they are managers of.
The system automatically updates the access control at the time of the following events:
Project access has an impact on all the data you connect to a project:
Project and sub project: You can only see projects of which you are the manager, sub project manager, or where you have been granted access through a team.
Activity information: You can only see activities of which you are the project manager, sub project manager, or where you have been granted access to the corresponding sub project through a team.
Except for updating project manager, sub project manager and access control, you do not have to be a manager to add/remove/modify information for a project, it is enough to have access through a team.
Project access is not used in the following project related pages:
User Project Access
This is a simple query version of the Projects overview page. All users can see basic information about all projects, but are not able to make any changes. The page is intended for all employees to see all project names, project managers etc, but still not be able to see project structures.
Project Invoice
If this page is available, you are able to see all invoices and invoice lines. This is to verify that you will not end up seeing only half of the invoices if those are the invoice line connected activities you have access to. Observe that project access works in Create Project Invoice page so that you can not create project invoices for projects you do not have access to.
Project/Accounting/* All pages for Accounting and WIP
Accounting is not performed for a single project but for the entire company, hence you can do accounting without project access if you are granted security access to these forms.
Project Invoice, Accounting Rules and General Ledger
In Project Invoice and Accounting Rules you are able to use all Project Activity Sequence numbers, even though you have not got access to them through project access. They will not be visible through the List Of Value functionality (LOV), but you can still type them in manually. All projects are visible through LOV, and can be used. Project Invoice, Accounting Rules and General Ledger will not otherwise be affected by project access, so you are able to see all financial projects.