I’m excited to announce we just launched new access levels on portfolios!
Access levels on portfolios provide more granular control over access and permissions, giving teams the flexibility to share portfolio information with the right people while maintaining control over sensitive data.
With this update, Admins and Editors can choose from the following access levels for each portfolio:
Viewer: Can view the portfolio and its contents (provided they have access to the portfolio), but cannot add or remove additional projects, or make changes to the portfolio’s structure.
Editor: Can add or remove work, and make edits to the structure and workflow of the portfolio.
Admin: Full access to change settings, modify, or delete the portfolio. Only admins can assign other admins. Editors cannot assign Admins.
No Access: Cannot view or access the portfolio at all
For a more detailed breakdown of individual portfolio permissions, please have a look at our Help Center article.
How do individual portfolio permissions differ from existing portfolio privacy settings? Portfolio privacy settings determine whether a portfolio is public or private within the organization. Individual portfolio permissions provide an additional layer of access control, allowing admins and editors to set specific permissions (Viewer, Commenter, Editor, No Access) for individual users within a private portfolio. Only admins can assign admin permissions to others.
I cannot update the custom field value of a project in my portfolio, why is that? If you cannot update a custom field value for a specific project or portfolio, it may be because you do not have the right permission for that piece of work. To update custom field values of a project or portfolio - you must have Editor access to that object. To update work metadata like owner, due date, or name - you must have Admin access to that object. This gives you more flexibility and control within your portfolios if you have differing stakeholders.
We have a portfolio with lots of members, can I update these member’s permissions in bulk? Yes, you can edit member permissions in bulk. To do so, paste the email address or type the names in the invite modal shown in the image below, and edit the access level in bulk. This allows you to quickly downgrade permissions in portfolios with many users.
Where can I find who the portfolio owner is? This information can be found in three places:
Via the portfolio details tab
Via the portfolio Progress tab
If your portfolio is a part of a parent portfolio, you can see the owner in list and timeline view
What plans are portfolio access levels available to? This update is available on Asana Advanced, Enterprise, and Enterprise+ tiers, as well as legacy tiers Business, and Legacy Enterprise.
Let us know if you have any questions or feedback in the comments below!
The new access levels for portfolios is fully rolled out and it’s available to all Asana Advanced, Enterprise, and Enterprise+ tiers, as well as legacy tiers Business, and Legacy Enterprise.
You can see the option by accessing one portfolio, clicking on the list of members and managing the individual permissions. Let me know if you still can’t see this update on your Asana instances, @FreshyJon@Navjot_Singh2!
I see it, but there doesn’t seem to be the option to add “Team” sharing to a Portfolio. It’s either the entire organization, or private to members (and you can’t add a “Team” as a member).
Thats a great news, thank you Asana (@Emily_Roman).
One question : Is viewer rights requiring a Asana licence for the affected user ?
My needs : Give read permission to external users (not Asana Team member) without having to pay a licence fee for that use case (which is only read informations on portfolio and project)
@Nicolas_VIGNERO , Viewer only people can be for members of your organisation or Guests (Asana users that do not share your domain email, and you do not paid for).
Thanks @Richard_Sather
Can you please add a little precision about members of organisation (but not team member where the portfolio is hosted) : do they consume a licence or not ?
I would like to know if a user of my company (who have created a free asana account with his @mycompany.com) is invited as a reader on a portfolio of my team (with an Enterprise plan) risks to consume me a license or if he will be considered as a guest and thus without consumption of Enterprise license (because only reader) ?
It sounds like you have a division setup, so in that case they should not consume a license.
You can go to your Admin Console and in the Billing tab it will tell you if you are on a Division or not.
When sharing a portfolio with a user, you have that option:
▢ Give access to all projects in this portfolio that I have access to
Note: Access will not be given to any projects that you have comment-only or view-only permission for
However, after some tests, with my colleague @Cyril-iDO, we have noticed that you actually need to be an Administrator of the projects to be able to share them with the user(s) you invite. Meaning that sharing will not work on projects for which you are only an Editor.
This seems to contradict what is written in the ‘Note’.
Thanks for reporting this @Arthur_BEGOU! I’ll create a task for our product team to confirm whether it’s expected behaviour or a bug I’ll keep you posted.
Hi @Arthur_BEGOU, thanks again for sharing your feedback here!
Our product team has updated the copy to “Note:Access will only be given to any projects where you are a project admin”. We hope this makes the actual behaviour clearer! We are also considering future improvements to that behaviour in the future!
I’ll keep you posted.