PM Permission Types and Project Access Levels

Owned by Larry Furr (Unlicensed)
Last updated: Aug 26, 2021 by Aaron Sakievich (Unlicensed)

Project Manager Permission Types

In the Project Management app, there are two permission types for the Project Manager (PM) role:

  1. Full PM
  2. Vendor PM

The differences between a Full PM and a Vendor PM are:

  • The Vendor PM permission type may only be granted to users who are "guests" within your community (i.e. belong to an organization different than your own).
  • Full PMs may be granted any of the three project access levels detailed below, whereas Vendor PMs may only be granted Project Owner access or Guest Shared User access.
  • Vendor PMs have reduced access to certain project management features (e.g. unable to add projects or view/edit workflows).
  • Vendor PMs have restricted data visibility when using certain project management features (e.g. Teams, Contacts, Reports).

For a full list of PM permission type differences, see the table below.

Project Access Levels

Projects have three levels of user access:

  1. Project Owners - have full and unrestricted access to all aspects of that project.
  2. Shared Users - have reduced access to project management features within that project (e.g. unable to mark the project complete, view TM stats, edit project settings).
  3. Guest Shared Users - have both reduced access to features within the project, as well as restricted data visibility (e.g. unable to view documents and targets not assigned to their organization).

For a full list of project access level restrictions, see the table below.

Restrictions for Vendor PMs and Shared Users on Projects

Note: None of the restrictions described below affect users with the Community Admin user role.

Permission Type

Permission type restrictions are global

Project Access Level

Project access level restrictions apply only to the project for which the user has been granted access

Full PMVendor PMProject OwnerShared UserGuest Shared User
None
  • Create Projects
  • View or access the following pages:
    • Project Exceptions
    • Clients
    • Workflows
    • Translator Statistics
    • Filter Configurations
  • Globally search for:
    • Clients
    • Workflows
  • View:
    • Teams whose owner is from another organization unless they are a member of the team
  • Modify or Delete:
    • Teams whose owner is from another organization
  • Add to a Team:
    • Users from another organization
  • View or Assign within the Manage Assignments dialog:
    • Users from another organization
    • Teams from another organization
    • My Community
  • Share a TM Vault with:
    • Users from another organization
    • Teams from another organization
    • My Community
  • Share a Glossary with:
    • Users from another organization
    • Teams from another organization
    • My Community
  • Search community members via the Contacts page:
    • Users from another organization

  • Community Members page:

    This functionality must be enabled in the Advanced tab of the Customization page in the Community menu for Project Managers to see the Community Members page. 

    • View/search for users from a different organization
    • View/search for users with a role higher than their own
    • View the Community Admin column
    • Add existing users from a different organization
    • Invite new users individually or in bulk 
    • Grant new community members the Full PM or Community Admin role
    • Change the passwords for users from their organization 
    • Deactivate users
  • View within the Project Status report:
    • Documents for which they are not the assigned vendor on any of the targets or phases
    • Targets for which they are not the assigned vendor on any of the phases
    • Users from another organization
  • View within the Phase Report:
    • Documents or Targets for which they are not the assigned vendor on any of the phases
None

Note: Users with the "Vendor PM" permission type are not eligible for this access level as Vendor PMs are, by definition, "guests" within the organization.

  • View within the Process Queue the following project-related process types when the process was run by another user:
    • Analyze
    • Clone Project
    • Edit Distance
    • Leverage
    • Leverage Report Roll-up
    • Machine Translate
    • Project Status Download
    • Segment Notes Download
  • View the project (nor any of its documents or targets) on the Project Exceptions page
    • Note: You must be an Owner of the project to view it on the Project Exceptions page
  • View or access the following project tabs:
    • Workflow Template
    • Resources
  • Modify project settings (tab is read-only)
  • View or Modify the Project Owners or Shared Users on the project
  • View or access the following Project Summary Actions:
    • Download Sample
    • Distribute Assignments
  • View or access the following Document Actions:
    • Delete Document
    • Machine Translate
    • Modify Document Metadata
  • Shared users cannot access the Delete action on the Documents Summary Table.

  • The following Actions on the Targets tab cannot be accessed by Shared Users

    These actions also cannot be accessed by Shared Users through API calls

    • Remove Targets
    • Remove Phase
  • Mark the project complete
  • GET /project API restrictions:
    • The GET /project{id}/filter API call will only allow Shared Users to view the project's filter configurations.
    • Shared Users cannot edit the filter configurations. 
  • DELETE /project API restrictions:
    • Guest Shared Users cannot use the DELETE /project/{id}/translation/{locale_code} API call

All of the restrictions for a Shared User apply, as well as the following restrictions:

  • Globally search for documents for which they are not the assigned vendor on any of the phases
  • View within the Process Queue the following document-related process types for which they are not the assigned vendor on any of the targets or phases:
    • Document Import
    • Document Update
  • View:
    • Documents for which they are not the assigned vendor on any of the targets or phases
    • Targets for which they are not the assigned vendor on any of the phases
    • Costs related to phases for which they are not the assigned vendor
  • The TM Statistics tab on the Project Details page has the following restrictions for Guest Shared Users:
    • The Analyze Project will not be run on any documents or targets that the Guest Shared User's organization has not been assigned to. 
    • The Report drop-down will not list reports that were run by users from organizations different than the Guest Shared User. 
    • The Document drop-down will not list documents that the Guest Shared User's organization is not assigned to.
    • The Target Locale drop-down will not list target locales that the Guest Shared User's organization is not assigned to. 
  • The TM Statistics tab on the Document Details page has the following restrictions for Guest Shared Users:
    • The Analyze Document button will not run on documents and targets that the Guest Shared User's organization is not assigned to.  
    • The Report drop-down will show reports run by the client organization, but they will not see any documents or targets that the Guest Shared User's organization is not assigned to in the report. 
    • The Report drop-down will not show any reports run by vendor organizations that the Guest Shared User does not belong to. 
  • View within the Manage Assignments dialog:
    • Targets for which they are not the assigned vendor on any of the phases
    • Phases for which they are not the assigned vendor
  • View or Assign within the Manage Assignments dialog:
    • Users from another organization
    • Teams from another organization
    • My Community
  • Modify assignees on phases for which they are not the assigned vendor (assignees are read-only under the Resources column of the Targets tab)
  • View within the Download Document dialog:
    • Targets for which they are not the assigned vendor on any of the phases
  • Execute the following Project Summary Actions on documents or targets for which they are not the assigned vendor on any of the phases:
    • Download Segment Notes
    • Run Edit Distance Report
    • Project Status Report
    • Analyze
    • Leverage TM
  • Execute the following Document Actions on documents or targets for which they are not the assigned vendor on any of the phases:
    • Approve All Segments
    • Copy Translations
    • Download Document
    • Download Segment Notes
    • Modify Document Due Dates
    • Modify Target Due Dates
    • Run Leverage Report Roll-up
    • Run Edit Distance Report
    • Analyze
    • Leverage TM
  • Execute the following phase and document actions on phases for which they are not the assigned vendor:
    • Mark Phase Complete (individually or in bulk)
    • Approve All Segments (individually or in bulk)
    • Skip phases
  • Modify the Due Date for a:
    • Document that is already complete
    • Target that is already complete
    • Phase that is already complete
    • A phase that is not assigned to their organization

Project Costs

A Project Manager's ability to see project costs within the Project Management app are determined as follows:

  • PMs with the Full PM permission type see all costs regardless of their project access level (i.e. Project Owner or Shared User).
  • PMs with the Vendor PM permission type who have been granted Project Owner access to the project see all costs.
  • PMs with the Vendor PM permission type who have been granted Shared User access to the project are treated as Guests Shared Users and therefore only see costs related to phases for which the assigned vendor organization coincides with the PM's parent organization.