Permissions

At Braineet, collaborators have the ability to be assigned specific permissions that define what they can and cannot edit within a platform, portfolio, or project. Permissions are a crucial aspect of effective team collaboration. By assigning the appropriate permissions, you can ensure that only authorized individuals have the ability to modify information in your portfolios. This article provides an overview of the various actions that collaborators can take on each level of permissions.

Collaboration at a glance

There are 3 ways to add collaborators:

on the platform level: to manage global settings like the user directory.
on the portfolio level: to give visibilty or editing permission on the portfolio level.
on the project level: to give visibilty or editing permission on the project level.

If you add a portfolio collaborator, they will have access to every projects in the portfolio at the permission level they are assigned. If you add a project collaborator, they will only have access to that specific project at the permission level they are assigned.

Platform level - User directory

If you are a Global administrator, you will have access to the settings button:

You can manage user access to the platform from the settings. This includes the ability to manage the User Directory, platform settings, and create Portfolios.

A user or an invitation is linked to 2 informations:

Portfolios: Portfolios to which a user has access.
User roles: Permissions for each users.

📌 If you add a portfolio to someone directly from the User Directory, they will have the default role of the portfolio. If you need to assign more specific permissions, such as reader access, you will need to assign them directly at the portfolio level.

User Role permissions

By default, on each platform, you will find two roles:

Super admins: have the ability to create portfolios, evaluation sessions, and have access to the Users & Roles settings of your platform. They won't have access to every project or portfolio, however, they can add themselves from the Members list to each portfolio to gain access.
User: This role does not have permissions to create a portfolio or manage the Users & Roles of the platform. It is assigned by default when someone invites a user on a project level or on a portfolio level.

A role is a group of 3 possibles actions for the end user:

It won’t give access to any projects or portfolios, however it can give the right to delete a user, or to create a new portfolio.

Portfolio Level - Members

On each portfolio, you can assign a level for each member.

We have 4 permission levels:

Manager: This role has all rights on the portfolio, and is often held by the portfolio manager.
Member: All rights are reserved except for the ability to delete the portfolio.
Project Manager: This allows users to create projects and have read permission on the projects portfolio, with editing permission restricted to the project level as detailed in the Project Level permission section.
Reader: The ability to read projects and edit permissions is granted only on a project level, as explained in the Project Level Permission section.

From the Members section in the portfolio, you can define the default role for users who are invited to log in to the platform.

📢 By default, the invited user will be assigned the default role of the portfolio.

Project level - User custom field

💡 To give rights on the project level, you need to add or create a User field.

On each project, you can assign users inside a User field. Users can then have 2 permissions levels:

Managers have full control over projects. They have the authority to delete projects and make decisions at the gate level.
Editors have editing right to projects on the portfolio if they are members of it or directly on their own projects. They are able to edit project details, fill in the workspace, and indicate when a step is complete. However, they cannot make decisions about the gate level unless they are either the portfolio manager or a portfolio member of the portfolio that contains the project.
Reader: have read right to projects, they can’t edit any informations. Apart if they are portfolio manager, portfolio member or Editors on another User field.

📢 By default, the invited user will be assigned the role of User.

Portfolio private or public

A portfolio can be either private or public. If a portfolio is public, anyone who has access to the platform will have access to it, and the role assigned will be the default role of the portfolio.

If the portfolio is private, only its members will have access to it.

Project private or public

A project can be either private or public. If a project is public, anyone who has access to the platform will be able to read it, either from the portfolio if they are a portfolio member or directly from the project list.

You can define whether a project is public or private during project creation or import.

Alternatively, you can edit this setting directly from project actions.

At the platform level, you can also define the default status of projects as public or private.

FAQ

Who has the authority to delete a project or make a decision on a gate?
Only portfolio members with Manager or Member permission level, the project must be held by the portfolio. Users assigned to a User field with the permission of Managers also have the right to do it.
Who is authorized to create and edit a field?
Only portfolio members with Manager or Member permission level.
Who has the authority to create and edit processes and project summary template?
Only portfolio members with Manager or Member permission level.
Who has access to a project?
If the project is public, then everyone who has access to the platform can view it. If the project is private, only the portfolio members who have access to the project, as well as any users assigned to a user field configured to grant access to the project, can view it.