Permissions

You define the reading and editing permissions in InLoox Web App in the InLoox settings.

The reading and editing permissions assigned to a person in the InLoox account are cumulative and thus complementary. This means that each person gets additional rights on top of the user rights via the devision and role permissions.

IMPORTANT The division permissions are only available in the InLoox Enterprise and InLoox On-Prem editions!

Content

InLoox permissions - An example

User permissions - Global

User permissions - Divisions

Role permissions

List of user permissions - Global

List of user permissions - Divisions

List of role permissions

Enable permission to invite to the InLoox account

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InLoox permissions - an example

Rita Meyer is the head of the marketing department. She is responsible for all projects in the marketing department. Besides, she often collaborates with the sales department. In addition, Rita Meyer should also be kept up to date on product development projects in the IT department.
Rita Meyer's employer generally prohibits the deletion of projects and project comments. Therefore, the rights Delete project comments, Delete own project comments and Delete projects are deactivated as global user permission, as division permission and as role permission.

The following settings apply to Rita Meyer:

1. Global user permissions: In the InLoox account, she has very limited global user permissions. She can only create projects, edit existing reports and edit reports.
2. User permissions divisions: Since Rita Meyer is the head of the Marketing department, she gets full reading and editing permissions as soon as projects are assigned to the marketing division. This means that she can read and edit all projects that have this division assignment. Regardless of her role in these projects. 
3. Also, for projects in the Sales division, she gets reading rights for project comments, lists, mindmaps, tasks, planning, and documents. For projects in the IT division, she is also given reading permissions, but only for the planning.
4. Role permissions:

• If Rita Meyer takes on the role of "project manager" in a project, she receives additional permissions for this project, depending on the settings of this role:
  • Rita Meyer can read and edit the project budget in this project.
  • She can edit the project data on the Manage site, i.e. she can assign people in project roles to the project, set the start and end date of the project, select the division, the project status and the project category, as well as edit the custom fields. She can add project comments and lock the whole project for editing.
  • She has full editing rights for the lists, mindmaps, project tasks, Gantt planning, time tracking entries and documents.
• If Rita Meyer assumes the role of "team member" in a project, she will receive additional permissions for that project, depending on these settings:
  • Rita Meyer can read, edit, and create existing project tasks.
  • She can read the planning.
  • She can read documents.

The global permissions of a user give the person reading and editing permissions for all areas and projects in the InLoox account. Since the InLoox permissions are added, you should grant as few editing permissions as necessary on the user level, but at least:

• Create projects

or

• Create project requests

Create projects: This allows the person to create projects. The person automatically receives the role of project manager. Thus, they can edit this project provided that they receive further editing rights via the role permissions. The person cannot read or edit projects of other InLoox users. This person can only do that if they have a role (lead, team, partner, customer or other) in these projects.

Create project requests: This allows the person to only make a project request. The project request must be approved before all project members can access the project.

IMPORTANT For the project request workflow to work, there must be at least one other person who is allowed to edit and thus approve project requests. This person needs to have the user permission Edit project requests.

Assigning global user permissions

1. In InLoox Web App, click on your profile picture in the bottom left corner.
2. Click Account Settings.
3. Click User Management on the left.
4. Go to Security Settings and click on the Users tab.
5. Select a person. You can also select several people by multi-select.
6. Under the Global tab, you can now activate reading and editing permissions for the selected person(s).

A list of user permissions can be found here >>

As of InLoox v11.0, people can be given additional reading and editing permissions based on the project division. This allows people from other divisions to get reading permissions in projects without having to be assigned a role in the project.

For division permissions to take effect, the projects must be assigned to divisions. I.e. you have to:

1. Create divisions in the InLoox settings.
2. Assign the project to a division by selecting one on the project's manage page.
3. Assign permissions to users for individual divisions (see section User Permissions - Assigning Divisions below).

IMPORTANT It is irrelevant whether a person belongs to a division or not. The division permissions are based on the project's assigned division, not on the person's division affiliation.

A project can only ever be assigned to one division!

Assigning user permissions for divisons

1. In InLoox Web App, click your profile picture in the bottom left corner. 
2. Click Account Settings. 
3. Click User Management on the left.
4. Under Security Settings, click on the Users tab.
5. Select a person. You can also select multiple people via multi-select.
6. Under the Divisions tab, first select a division from the drop-down menu. You can select multiple departments if you want the selected person to have the same permissions in all of these.
7. Under Permissions activate those permissions that the selected person(s) should receive in the selected division(s).
8. Remove the division from the Divisions field by clicking on x and select another division in which the selected person should receive permissions.

Continue in this way until the person has been given permissions in all relevant divisions.

A list of division permissions can be found here >>

Each person gets additional reading and editing permissions via role assignment in projects. You can define the permissions of the project roles according to your needs. Below you will find InLoox best practice tips for role settings.

IMPORTANT These role permissions apply to all projects in your InLoox account.

Project Manager: Should have full read and edit rights. Appropriate restrictions can be:

• Delete project comments - for quality assurance purposes, we recommend that you generally disable this permission. This will ensure the integrity of your project comments (project diary) in case of an audit.
• Allow backdating in times - we recommend to deactivate this permission for project roles in principle. It may be useful to give this permission to a person as a user permission if, for example, this person is responsible for billing based on time spent and is allowed to make corrections if necessary.
• Edit budgets - disable this permission as a role-based permission if project budgets are edited and managed by a central office or a specific person.
• Delete projects - we recommend archiving projects. Deleting projects should be done only in coordination with your quality assurance management. This authorization can be assigned to a person as a user permission.

Team: Appropriate reading and editing permissions for project members are:

• Read projects (must be enabled for subsequent reading permissions to take effect)
• Read project comments
• Read lists
• Read mind maps
• Read tasks
• Edit projects (must be enabled for subsequent editing permissions to take effect)
• Add project comments
• Delete own project comments (deactivate for audit-proof quality assurance)
• Edit lists
• Edit mind maps
• Edit tasks
• Edit own time
• Edit documents

Customer: We recommend giving customers, both internal and external, read-only permissions. Customers can be created in the settings under Organization >> General >> Customers. 

IMPORTANT in order to give external customers reading permissions, they have to be provided with a user license for your InLoox account.

Useful reading permissions for customers can be:

• Read projects (must be enabled for subsequent reading permissions to take effect)
• Read tasks
• Read planning
• Read budgets

Partner: It may be useful to assign limited editing permissions to partners, who, for example, may have to report back on tasks assigned to them or may have to comment on tasks.

Useful reading and editing permissions can be:

• Read projects (must be enabled for subsequent editing permissions to take effect)
• Read project comments
• Read tasks
• Edit projects (must be enabled for subsequent editing permissions to take effect)
• Add project comments
• Delete own project comments (deactivate for audit-proof quality management)
• Edit tasks

More: Use this role for department heads or middle/higher management, for example. 

Assign role permissions

1. In InLoox Web App, click on your profile picture in the bottom left corner. 
2. Click Account Settings. 
3. Click User Management on the left.
4. Under Security Settings, click on the Roles tab.
5. From the tabs below, select, for example, the role Project Manager.
6. Activate those permissions that people should get via this role assignment in projects.

You can find a list of role permissions here >>

These permissions only take effect when a user is assigned to a role (e.g. team) in a project.

The role-based permissions are combined with the global user permissions and the divisions permissions.

If you want every user of the InLoox account to be able to invite people, you have to activate this permission.

1. In InLoox Web App, click on your profile picture in the bottom left corner.
2. Click Account Settings.
3. Click on User Management.
4. Under the Invitations tab, activate the slider at Allow users to invite other users.

This allows all users of this InLoox account to add more people by clicking on their profile picture >> Invite User.

Allow invitations to specific email domain only

You can restrict this feature, and only allow people with a specific email domain:

1. In InLoox Web App, click on your profile picture in the bottom left corner.
2. Click Account settings.
3. Click on User Management.
4. Under Invitations, activate the slider at Users are allowed to invite other users.
5. In the field, enter the domain names, e.g. musterfirma.de.

If no specific domain is listed, all email domains are allowed.