Item Privileges

Item privileges apply to primary items in the selected project. By default, the Base Project is selected. You can set privileges at the Base Project level and the privileges are inherited in any further derived projects. Ideally, however, privileges should be set for parent projects at the application level. To grant a unique set of privileges to a selected sub-project, clear the Inherit All Parent Project's Privileges check box.

Note: If you apply privileges to multiple projects while you are editing user or group accounts, your changes are added to the Changes Log in the upper right pane. You can then save your changes for multiple projects at one time rather than incrementally for each project.

The following information applies to item privileges:

The following table describes each item privilege and the product-access types for which it applies.

Regular User, Managed Administrator, and Script/API

Occasional External On-premise Only Privilege Description
image image image Submit New Items – Allows users to submit new items.
image Submit on Behalf of Another User – Allows users to submit new items on behalf of other users.
image Own Items – Allows users to own or be assigned items.
image image Own Items if Submitter – Allows users to own items they submitted.
image Delete Items – Allows users to delete items.
image image image View All Items – Allows users to view all items.
image View Item If Owner – Allows users to view items they primarily own.
image View Item If Secondary Owner – Allows users to view items they secondarily own.
image image image View Item If Submitter – Allows users to view items they submitted.
image image image image View Item if Contact – Allows users to view items if they are selected in the Contacts field.

For details on this privilege, refer to Privilege Behavior for System Tables.

image image image image View Item if Contact's Company – Allows users to view items of other contacts within the same company.

For details on this privilege, refer to Privilege Behavior for System Tables.

image image View All Archived Items – Allows users to view items contained in Archive tables through Work Center. Users can search for archived items in any Archive tables using the Advanced Search feature. Archive tables are available for users to search if this privilege has been granted and items have been archived.
image image Restore Item from Archive – This privilege, along with the View All Archived Items privilege, allows users to restore archived items through Work Center. Once the archived items are found, if the user has this privilege, a button appears allowing the user to restore the item from the Archive table to the active or original table.
image Update All Items – Allows users to update all items.
image image Update Item If Owner – Allows users to update items they primarily own.
image Update Item If Secondary Owner – Allows users to update items the secondarily own.
image image Update Item If Submitter – Allows users to update items they submitted.
image Transition All Items – Allows users to transition all items.
image image Transition Item If Owner – Allows users to transition items they primarily own.
image Transition Item If Secondary Owner – Allows users to transition items they secondarily own.
image image Transition Item If Submitter – Allows users to transition items they submitted.
image Update Submitter – Allows users to update the Submitter system field if the Update Submitter option is selected on a transition.
image Mass Update Items – Allows users to mass update items.
image image image View Workflow Graphically – Allows users to view the workflow assigned to items by clicking the Workflow icon located next to the Actions drop-down list on the Item Details pane.
image image image View State Change History – Allows users to view the state change history in the Item Details pane for items in the selected project and enables users to create State Change reports.
image image image View Change History – Allows users to view the change history in the Item Details pane for items in the selected project. This privilege also enables users to create Change History reports and to view Time Capture options on state forms.
image View Principal and Subtasks – Allows users to view the Subtasks section. The Subtasks check box must also be selected in the user's preferences for users to view the Subtasks section. The Subtasks section only appears on forms if an item is a subtask of another item or has one or more subtasks associated with it and users have privileges to view at least one of the subtask items.
image Link Subtasks – Allows users to establish a principal/subtask relationship by linking subtasks to an existing principal item. Users can add subtasks to any item they have privileges to view.
image Link/Unlink Principal – Allows users to establish a principal/subtask relationship by linking a principal item to existing items, making them subtasks of the principal item. This privilege also allows users to break the relationship between a principal item and its subtasks. Users can link and unlink principal tasks for any items they have privileges to view.
image image Manage Version Control History – Allows users to add, modify, and delete file associations to the Version Control History section.
image View Status of Notification – Enables users to view the status of notifications for all users in the Item Notifications tab of an item. A recipient search box appears for users that have this privilege.
image External Communication – Enables users to manage external (non-SBM) users and select either the internal or external template when sending an e-mail from an SBM item.