Manage the Project Team
The Project Team consists of users who are associated with the project. For more information, see Project Team overview.
The members of the Project Team display in the People section of the project.
The users displayed in the People section of a project template will become the project team after the project is created from the template.
The following users are added automatically to the project team, for both projects and templates:
- Owner
- Sponsor
- Users assigned to tasks
- Users assigned to issues (only for a project)
Users in the project team receive notifications about the project. For more information, see Event notification types.
You can manage the users in the project and template’s teams by adding them (only for the project), removing them, or sending them an update.
Access requirements
| table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
|---|---|
| ۶Ƶ Workfront plan* | Any |
| ۶Ƶ Workfront license* |
Standard Plan |
| Access level |
Edit access to Projects and Templates View or higher access to Users |
| Object permissions | View or higher permissions to a project or to a template |
*For information, see Access requirements in Workfront documentation.
Manage people on a project
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Go to the project you want to manage the project team for.
note tip TIP You must have users assigned to tasks, issues or as stakeholders on the project to have them display in the People section. -
Click People in the left panel.
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Click Add users.
The Add users to Project Team box displays.
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In the Add users box, begin typing the name of an active Workfront user that you want to add to the project team, then click the name when it appears in the list.
Repeat this step to add multiple users to the project team. The users must belong to the group associated with the project.
note tip TIP -
You cannot add users by adding their teams, groups, companies, or job roles.
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As you add the users, notice the avatar, the user’s Primary Role, and their email address to distinguish between users with identical names. Users must be associated with at least one job role to view it as you add them.
You must have the View Contact Info setting enabled in your access level for Users to view users’ emails. For information, see Grant access to users.
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Click Add.
The users gain View permissions to the project and receive notifications about the project as part of the project team.
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(Optional) If you want a user to receive a notification when their job role is added to a task, issue, or project approval, click inside the Job Role column for the user, and select a job role that will be associated with the approval.
The users will receive notifications related to the approvals assigned to the selected job role.
For more information see the “Role-based approvals” section in the article Project Team overview.
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Select one or several users in the list then click the Remove icon
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Click Yes, Remove Selected Users to confirm and remove the users.
Users are removed and unassigned from incomplete work items.
For more information, see the Considerations for removing users from a project team section in this article.
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(Optional) To send an update for this project to users, click Update All to send the update to everyone on the team
Or
Select one or multiple users in the list, then click Send Update to User.
The Send update to user box opens.
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Do one of the following:
- Add an update for the selected users.
- Click the lock icon to make the update private to the users in your company.
- Tag additional users to receive the same update.
- Click Send.
The update is added to the Updates section of the project and all selected users display as tagged users.
Users might receive an email notification, if they are enabled for them, and they receive an in-app notification about the new update.
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(Optional) Click the Export icon
Or
Select users, then click the Export icon to export only specific users.
Manage people on a template
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Go to the template you want to manage the project team for.
note tip TIP You must have users assigned to tasks or as stakeholders on the template to have them display in the People section. -
Click People in the left panel.
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Select one or several users in the list then click Remove to remove them from the team.
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Click Yes, Remove Selected Users to confirm and remove the users.
Users are removed and unassigned from the template tasks.
For more information, see the Considerations for removing users from a project team section in this article.
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(Optional) To send an update to users, click Update All to send the update to all the users in the list
Or
Select one or multiple users in the list, then click Update.
The Send update to user box opens.
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Do the following:
- Add an update for the selected users.
- Click Tag people to tag additional users to receive the same update.
- Select the Private to my company option to to make the update private to the users in your company.
- Click Send.
The update is added to the Updates section of each tagged user’s profile.
Users might receive an email notification, if they are enabled for them, and they receive an in-app notification about the new update.
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(Optional) Click Export to export the list of users to a file
Or
Select users, then click Export to export only specific users.
Considerations for removing users from a Project Team
When you remove users from their roles on the project, they remain part of the project team.
You must remove them from the project team, from the People section of the project, for them to stop receiving notifications sent to the project team.
If you remove a user from the project team and the user is assigned to tasks or issues in the project, the user is unassigned from the tasks and issues that are not completed. In this case, the tasks and issues return to the Unassigned Work area in the Workload Balancer.
Users who are assigned to completed tasks and issues remain assigned to the tasks and issues, even after you remove them from the project team.
The following users are removed from their roles on the project when you remove them from the People section of a project or a template:
- Users assigned to incomplete tasks
- Users assigned to incomplete issues
The following users are not removed from their roles on the project when you remove them from the People section of a project or a template:
- Owner
- Sponsor
For more information about removing users from the project team, see Remove users from projects.