Access Levels on Objects in WorkSpan

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Access Levels in WorkSpan set the object level access for users, i.e, who can view, edit, copy, clone, delete and share an object.  You can have different access levels for different objects in WorkSpan. Here are the four access levels for users on all objects in WorkSpan:

  • Owner: to manage an object as a whole, and add/edit member access on that object.
  • Collaborator: to view and edit to all sections in an object, except delete an object. This level can be for the core team members on an object.
  • Participant: to view most sections (except the financial sections) and to edit activities and assets that are specifically assigned to them.
  • Viewer: for view-only access. This access level is appropriate for operations teams in an organization who need to view all areas in an object but are not going to make any updates.

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Access Levels can be set for the following objects in WorkSpan:

    • Partner Programs
    • Joint Marketing: Campaigns, Programs, Marketing Plans and Activities
    • Joint Solutions: Solutions, Opportunities
    • Joint Sales: Sales Plans, Opportunities and Assessments
    • Reports
    • Content Library
    • Workflows
    • Templates
Note: Users who create objects in WorkSpan are assigned an Owner access level by default on that object.
An owner can assign all access levels on an object. Members can be both within an owner's company or from partner companies.

Owners decide via the Sharing Modes, if collaborators, participants, viewers on an object can also share an object with other users or if the data can be shared across the entire network, with other companies. 

Owners on objects have the superpower(ultimate authority) on Who Can Share an Object and Who an Object Can be Shared With.

There are certain actions that only an owner can perform:

  • Only Owners can set the Sharing Mode on an object
  • Only Owners can withdraw companies from an object

Access levels control the following Object Level Actions on WorkSpan objects:

Action

Owner

Collaborator

Participant

Viewer

View

Yes

Yes

Yes - Restricted

Cannot view Financial/Funding sections on Campaigns

Yes

Edit

Yes

Yes

Yes - Restricted

Cannot edit Financial/Funding sections on Campaigns

No

Clone (Copy)

Yes

No

No

No

Archive and Delete

Yes

No

No

No

Add Assets

Yes

Yes

Yes

No

View Assets

Yes

Yes

Yes

Yes

Edit / Delete Assets

Yes

Yes

Yes - Restricted

Can only edit or delete their own assets.

No

Add Tasks

Yes

Yes

Yes

No

View Tasks

Yes

Yes

Yes

Yes

Edit/Delete Tasks

Yes

Yes

Yes

No

Email Notifications for Updates

Yes

Yes

Yes

No


In Programs and Campaigns, there are some more actions for Funding, Expenses, Claim Requests and Claim Approvals.

The following tables list the actions and access levels for each action.

In Campaigns:

Action

Owner

Collaborator

Participant

Viewer

Apply for Funds, Withdraw Fund Requests

Yes

No

No

No

Add Expenses/Edit Expenses

Yes

Yes

Yes

No

Download Expenses as PO (if enabled)

Yes

Yes

Yes

No

Submit Claims

Withdraw Claims

Yes

No

No

No

Add Activities

Yes

Yes

No

No

Edit/Delete Activities

Yes

Yes

Yes-restricted. Users with this access level can only edit or delete the activities that they have created.

No

 

In Programs:

Action

Owner

Collaborator

Participant

Viewer

Approve/Decline Fund Requests

Yes

No

No

No

Approve/Decline Claims

Yes

No

No

No

Move Program Stage Yes Yes No No
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