Managing Participants and Their Permissions

Users with access to a work area are called work area participants.

You can add or remove participants and set or change their permissions through the Participants tab of the Work Area Properties dialog.

When no participants are defined for a work area, then the work area inherits its access rights from the work area above it. If no participants are defined for a top-level work area, then all users in the datasource have access to that work area.

Important: Once you add participants to a work area, no matter what role they are given, everyone else not explicitly added and given access is automatically restricted from accessing the work area.

Add participants and set permissions

Open the Work Area Properties dialog (right-click a work area and select Properties).
Select the Participants tab.
Click Add to add users and groups to this work area.
By default, new participants are assigned the Team Member role. The user who created the work area is automatically assigned the Administrator role.
To change a participant's permissions:
- Select a different Role for the participant (Administrator, Leader, Team Member, Observer, or No Access).
  or
- Customize the permissions of any participant:
  1. (Optional) If you need to customize component security permissions, turn on Include Engineering Component Access Rights.
  2. Click Advanced.
    The Work Area Security dialog opens with three tabs for setting security - Work Area\Folder Security, Document Security, and Component Security. (The Component Security tab only displays if Include Engineering Component Access Rights is on.)
  3. As needed on each tab, select a user and then turn on or off the required permissions.
  4. If the user you want to set permissions for is not listed on a particular tab, click Add to add them to the tab and then turn on or off the required permissions.
  5. Click OK.
  Back on the Participants tab, the role will now be set to Custom for any user whose permissions you changed. Also, any user you added through the Work Area Security dialog will be added to the Participants tab, and their role will also be set to Custom.
To remove a participant, select the user or group and click Remove.
When finished adding users and setting permissions, click Apply or OK.
The Confirm Work Area Security Changes dialog opens.
Select the appropriate option and click OK.

Default permissions per role

The Administrator role gives the participant Full control, which turns on the following permissions:

Work Area\Folder Security	Document Security	Component Security
Full control	Full control	Full control
Change permissions	Change permissions	Create Class Instances
Create subfolders	Create	Delete Class Instances
Delete	Delete	Query Class Instances
Read	Read	Modify Class Instances
Write	Write
	Change Workflow State
	File Read
	File Write
	Free

Leader role:

Work Area\Folder Security	Document Security	Component Security
Create subfolders	Create	Create Class Instances
Delete	Delete	Query Class Instances
Read	Read	Modify Class Instances
Write	Write
	Change Workflow State
	File Read
	File Write

Team Member role:

Work Area\Folder Security	Document Security	Component Security
Create subfolders	Create	Query Class Instances
Read	Read
Write	Write
	Change Workflow State
	File Read
	File Write

Observer role:

Work Area\Folder Security	Document Security	Component Security
Read	Read	Query Class Instances
	File Read

Assign the No Access role if you want to keep a user in the participants list, but prevent them from having any access to the work area:

Work Area\Folder Security	Document Security	Component Security
No access	No access	Class - No Access

The Custom role is created when you assign one of the predefined roles to a participant, and then change any of the default permissions for that role.