Share a portfolio
Your ÃÛ¶¹ÊÓƵ Workfront administrator can grant you access to view or edit portfolios when assigning your access level. You must have a Plan license to have access to edit a portfolio. For more information, see Grant access to portfolios.
Along with the access level that you are granted, you can also receive permissions to view or manage specific portfolios from users who can share them with you. For more information about access levels and permissions, see How access levels and permissions work together.
Permissions are specific to one item in Workfront and define which actions users can take on that item.
Access requirements
You must have the following to share objects:
| table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
|---|---|
| ÃÛ¶¹ÊÓƵ Workfront plan | Any |
| ÃÛ¶¹ÊÓƵ Workfront license |
New: Standard Or Current: Work or higher |
| Access level configurations | View access or higher to the objects you want to share |
| Object permissions | View permissions or higher to the objects you want to share |
For more information, see Access requirements in Workfront documentation.
Considerations about sharing portfolios
In addition to the considerations below, also see Overview of sharing permissions on objects.
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The creator of a portfolio has Manage permissions to it by default.
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You can share a portfolio individually or you can share several portfolios at the same time. Sharing a portfolio is identical to sharing other objects in Workfront. For information, see Share an object.
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You can only grant View or Manage permissions on Portfolios.
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When you share a portfolio, users inherit the same permissions to all the children objects associated with the portfolio by default.
For more information about the hierarchy of objects in Workfront, see Understand objects in ÃÛ¶¹ÊÓƵ Workfront.
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You can remove inherited permissions from the Portfolio. For more information about removing permissions from objects, see Remove permissions from objects.
Share a portfolio
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Click the Main Menu icon
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On the Portfolios page, select the portfolio you want to share. The portfolio page opens.
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To the right of the portfolio name, click Share. The Share [Portfolio Name] dialog box opens.
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In the Grant portfolio access to field, begin typing the name of the user, team, role, group, or company you want to share the portfolio with, then click the name when it appears in the drop-down list.
note tip TIP You can only share a portfolio with active users, teams, roles, or companies. -
(Optional) Select the Who has access drop-down and select the portfolio’s access level:
- Only invited people can access: Only users who are invited to the portfolio can access it (Default).
- Everyone in the system can view: All users in the system can view the portfolio without an invitation.
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Click the drop-down to the right of the user’s name and select their permission level for this portfolio:
- View: User can review and share the portfolio.
- Manage: User has full access to the portfolio without administrative rights, which are granted at the access level (also includes all View permissions).
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(Optional) Click the advanced options icon next to the permission level you’ve granted to configure specific permissions on the portfolio.
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(Optional) To quickly share the portfolio using a link, click Copy link and then forward it to the recipient.
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Click Save.
Share portfolios in bulk
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Click the Main Menu icon
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On the Portfolios page, select the box to the left of each portfolio you want to share, then click the Share icon
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In the Grant portfolio access to field, begin typing the name of the user, team, role, group, or company you want to share the portfolios with, then click the name when it appears in the drop-down list.
note tip TIP You can only share portfolios with active users, teams, roles, or companies. -
(Optional) Select the Who has access drop-down and select the portfolios’ access level:
- Only invited people can access: Only users who are invited to the portfolios can access them (Default).
- Everyone in the system can view: All users in the system can view the portfolios without an invitation.
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Click the drop-down to the right of the user’s name and select their permission level for the portfolios:
- View: User can review and share the portfolios.
- Manage: User has full access to the portfolios without administrative rights, which are granted at the access level (also includes all View permissions).
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(Optional) Click the advanced options icon next to the permission level you’ve granted to configure specific permissions on the portfolios.
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Click Save.
Portfolio permissions
The following table displays what permissions you can grant users when allowing them to view or manage a Portfolio:
*These permissions are controlled by the access level and permissions on other objects, like projects, programs, documents.