Profiles
A user's profile determines the level of access within the organization. Zoho Projects classifies profiles into two categories.
- User Profile: These profiles are assigned to portal users. Users in this profile can access modules with both internal and external flag.
- Client Profile: These profiles are assigned to client users. Users in this profile can only access modules with an external flag.
- System Profile: These are the default profile types enabled for a portal at the time of creation. The profile types are Viewer, Read-Only user and Lite user. (Lite User profile available only in Ultimate Plan). Viewer and Read-Only profile have only view access, whereas Lite User Profile permissions can be modified as per requirement across modules.
Profiles can be created and customized to define permission sets and assign them to a particular group of users based on their role. Profiles can be configured by the Portal Owner and any user can be given the relevant permission to create and customize profiles. We also have some default profiles to get you started.
The default Employee and Contractor profiles can be renamed.
Use cases
Construction: The owner of the construction company will need full access to all the projects. So the owner should be the 'Admin'. The site engineer will need access only for the assigned projects. So, a custom profile and permissions can be created for the site engineer with the profile name 'Engineer'.
Software development/ IT: Manager of the organization need to have access to all the team member's tasks under them while the team members should access only their own tasks. With Profiles, you can limit access based on their profile.
Event planner: The event organizer should have access to all the tasks in the project, while the workers should have access only to their tasks. Setting permissions based on the profiles will limit the access to the individuals.
Benefits
- Create custom profiles and set access privileges
- Set different permissions for portal users and client users
- Customize permissions at module level
- Clone profiles
Feature Availability: User based Enterprise plan.
- Default profiles cannot be deleted.
- Click on a profile to view permissions.
- The default Admin and Client profiles cannot be edited. You can however, clone these profile and then edit them.
- The default Employee and Contractor profiles can be renamed.
- All other profiles can be edited.
User Profile
Create New User Profile
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel.
- Go to the User Profiles tab
- Click + or Add Profile on an empty column to create a new profile.
- Enter a profile name and click enter.
New profile will be created to enable permissions for Modules, Portal, Settings, Integrations, Field permissions, and others.
Compare User Profile
Compare permissions among multiple profiles for a clear understanding of profiles' access levels in a portal.
- Navigate to the User Profiles tab in the Profiles page and click on the Compare User Profiles icon.
- Select the profiles to compare from the drop-down on the top of the columns. You will be able to view user profile permissions side by side and modify them as per requirement.
Manage User Profile
Set Default User Profile
Users can set a profile as default in addition to the Admin profile.
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel and go to the User Profiles tab.
- Right click on a profile and select Mark as Default.
Activity Stream
View all history of changes associated with user profiles.
- Navigate to the User Profile tab and right click on the profile.
- Select Activity Stream from the options to view the profile's activity.
Rename User Profile
User profiles except the Admin and Manager can be renamed.
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel and go to the User Profiles tab.
- Right click on a profile and select Rename profile.
- Rename the profile and click enter. The changes will be updated automatically.
Clone User Profile
If your organization requires profiles that need modified permission sets, you can clone an existing profile and make the necessary changes.
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel and go to the User Profiles tab.
- Right click on a profile and select Clone Profile.
- Enter a new name for the clone and click enter. A new profile will be created for enabling required permissions.
Delete User Profile
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel and go to the User Profiles tab.
- Right click on a profile and select Delete Profile.
- Check the delete action dialogue box and click Delete to delete the profile.
Client Profile
Users having client profile can be granted limited access at a project level. Client profile users will not have portal level permissions. At a project level, client users can be granted access to external forums, pages, and events. At a module level, they will have access to
- Tasks
- Task Lists
- Phases
- Issues
- Timesheets
- Feed Status
Create New Client Profile
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel.
- Go to the Client Profiles tab.
- Click Add Profile on an empty column to create a new profile.
- Enter a profile name and click enter.
New profile will be created to enable permissions for Modules, Others, Integrations, and Field permissions.
Compare Client Profile
Compare permissions among multiple profiles for a clear understanding of profiles' access levels in a portal.
- Navigate to the Client Profiles tab in the Profiles page and click on the Compare User Profiles icon.
- Select the profiles to compare from the drop-down on the top of the columns. You will be able to view client profile permissions side by side and modify them as per requirement.
Manage Client Profile
Set Default Client Profile
Users can set a profile as default in addition to the predefined default Client profile.
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel and go to the Client Profiles tab.
- Right click on a profile and select Mark as Default.
Activity Stream
View all history of changes associated with client profiles.
- Navigate to the Client Profile tab and right click on the profile.
- Select Activity Stream from the options to view the profile's activity.
Rename Client Profile
Client profiles except the default Client can be edited.
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel and go to the Client Profiles tab.
- Right click on a profile and select Rename profile.
- Rename the profile and click enter. The changes will be updated automatically.
Clone Client Profile
If your organization requires profiles that need modified permission sets, you can clone an existing profile and make the necessary changes.
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel and go to the Client Profiles tab.
- Right click on a profile and select Clone Profile.
- Enter a new name for the clone and click enter. A new profile will be created for enabling required permissions.
Delete Client Profile
- Click
in the upper-right corner.
- Navigate to Manage Users > Profiles and Roles.
- Click Profiles in the left panel and go to the User Profiles tab.
- Right click on a profile and select Delete Profile.
- Check the delete action dialogue box and click Delete to delete the profile.
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