Customize profile permissions

Customizing the permissions of a profile provides you with the ability to control the access levels of your users. You can tailor each profile to ensure that the users associated to a particular profile only possess the level of accessibility that is required for their roles and responsibilities within the workspace.

Available Plans

Entity Level Permissions - Elite, Premier, Enterprise and Zoho One
Field Level Permissions - Premier, Enterprise and Zoho One

Edit the permissions of a profile

To edit the permissions of a profile:

Click the required profile on the listing page. The permission settings window will appear.
Go to each of the sections in the left panel to enable or disable those permissions individually.

Entity Level Permissions: This concerns module-based permissions. You can disable the permission to access an entire module by disabling the view and edit permissions of that module. For instance, you can create a custom profile and disable access to the Users module for those associated with that profile. Or, you can go to the Work Item entity and disable all delete permissions so that users in that profile can view, add, and modify items, but not delete any.
Field Level Permissions: This concerns field-based permissions. You can go to the required entity and select its field permission to enable or disable permission to perform specific actions. For instance, you can go to the Work Item field level permissions and hide fields that the members of that profile must not view. Or, enable Read-only for a field that the members of that profile must not edit.

Click the Update button to save the changes. The profile is ready to be used.

Associate profiles to users

You can associate profiles to users at various instances:

Go to the respective profile and click the Associate Users button to select the users to be associated with that profile.
Go to the Workspace, Vendor, or Client Users listing page to update a user's profile using the profile dropdown.
Select the required profile a user must be associated with while adding the user.
Go to the user details page to change a user's profile.

Permissions settings

Entity level permissions enable you to control actions performed by users on a module, and field level permissions enable you to control actions performed by users on a field. The following aspects are managed using these permission settings:

Module: Workspace

Entity Level Permissions

Controlled Actions	Permissions
Manage Workspace Settings	Control access to URL, Owner, Profile, Work Hours, Timesheet, General, Web Tabs, Project Status, Disclaimer
Manage Automations	Control permission to create and manage custom functions and webhooks.
Manage Roles and Profiles	Control permission to create and manage user roles and user profiles
Manage User Groups	Control permission to create and manage user groups
Manage CustomFields	Control permission to create and manage custom fields
Manage ItemTag	Control permission to create and manage item tags
Manage ItemLink	Control permission to create and manage custom work item links
Manage Project Group	Control permission to create and manage project groups
View & Manage Project Templates	Control permission to view existing project templates and create new templates
Manage Exports	Control permission to export data from Zoho Sprints
Manage Client & Vendor User	Control permission to add and manage client and vendor users
Manage Checklist Template	Control permission to create and manage checklist template
Manage Budget	Control permission create and manage project budget
Manage Expense Category	Control permission to create and manage expense categories
Manage Leave Tracker	Controls permission to approve or reject leave requests

Module: Active Projects

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view all active projects User has to meet one of the following conditions to view a project: User must have added the project User should be the owner of the project User must be associated with the project
Add	Control permission to create new projects
Edit	Control permission to make changes in existing project User has to meet one of the following conditions to edit a project: User must have added the project User should be the owner of the project User must be associated with the project
Delete	Control permission to delete a project User has to meet one of the following conditions to delete a project: User must have added the project User should be the owner of the project User must be associated with the project
Reorder	Control permission to change the order of the projects displayed on the listing page

Module: Archive Projects

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view all archive projects User has to meet one of the following conditions to view a project: User must have added the project User should be the owner of the project User must be associated with the project
Edit	Control permission to make changes in existing project User has to meet one of the following conditions to edit a project: User must have added the project User should be the owner of the project User must be associated with the project
Delete	Control permission to delete a project User has to meet one of the following conditions to delete a project: User must have added the project User should be the owner of the project User must be associated with the project

Module: Users

Workspace User: Users added at the organization level

Project User: Users added at project level

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view all users The following user types have the respective permissions: Workspace User: View workspace users and their details Project User: View project users and their details
Add	Control access to add users The following user types have the respective permissions: Workspace User: Add workspace level users Project User: Add project level users
Edit	Control access to edit all users The following user types have the respective permissions: Workspace User: Edit workspace users' details Project User: Edit project users' details
Delete	Control access to delete all users The following user types have the respective permissions: Workspace User: Delete workspace users Project User: Delete project users

Module: Project Settings

Entity Level Permissions

Controlled Actions	Permissions
Manage item type	Control access to create and manage custom item types and reorder them
Manage item priority	Control access to create and manage custom priority and reorder them
Manage custom status	Control access to create and manage custom item status, reorder them, and set work in progress limit
View project activity stream	Control access to view the activity stream of the project

Module: Feed

Entity Level Permissions

Controlled Actions	Permissions
Add status	Control access to add new feed status
Edit status	Control access to edit a feed status The following user types have the respective permissions: Added: Users can edit the status that they added All Users: Users can edit the status that others added
Delete status	Control access to delete status The following user types have the respective permissions: Added: Users can delete the status that they added All Users: Users can delete the status that others added
Add comment	Control access to add a feed comment
Edit comment	Control access to edit a feed comment The following user types have the respective permissions: Added: Users can edit the comments that they added All Users: Users can edit all the comments
Delete comment	Control access to edit a feed comment The following user types have the respective permissions: Added: Users can delete the comments that they added All Users: Users can delete all the comments

Note: The Added option should be enabled to enable All Users option.

Module: Sprints

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view a sprint The following user types have the respective permissions: Added: Users can view the sprints that they created Owned: Users can view the sprints that they own Associated: Users can view the sprints that they are assigned to
Create	Control access to create a sprint
Edit	Control access to edit a sprint The following user types have the respective permissions: Added: Users can view the sprints that they created Owned: Users can view the sprints that they own Associated: Users can view the sprints that they are assigned to
Delete	Control access to delete a sprint The following user types have the respective permissions: Added: Users can view the sprints that they created Owned: Users can view the sprints that they own Associated: Users can view the sprints that they are assigned to
Reorder	Control access to reorder sprints
Sprint Actions	Control access to sprint actions: Start, Replan, Cancel, and Complete a sprint
Add Comment	Control access to add a sprint comment
Edit Comment	Control access to edit a sprint comment The following user types have the respective permissions: Added: Users can edit the comments that they added All Users: Users can edit all the comments
Delete Comment	Control access to delete a sprint comment The following user types have the respective permissions: Added: Users can delete the comments that they added All Users: Users can delete all the comments

Module: Work Items

Entity Level Permissions

Controlled Actions	Permissions
View Backlog Item	Control access to view backlog items The following user types have the respective permissions: Added: Users can view the items that they created Assigned: Users can view the items that they are assigned to Unassigned: Users can view the items that they are not assigned to Followed: Users can view the items that they follow All Users: Users can view all the items
View Sprint Item	Control access to view sprint items The following user types have the respective permissions: Added: Users can view the items that they created Assigned: Users can view the items that they are assigned to Unassigned: Users can view the items that they are not assigned to Followed: Users can view the items that they follow All Users: Users can view all the items
Add backlog item	Control access to add items to the backlog
Add Sprint item	Control access to add items to a sprint Users can add items to the following sprint types: Upcoming Sprint: Users can items to a sprint that is upcoming Stated Users: Users can items to an active sprint
Edit backlog item	Control access to edit backlog items The following user types have the respective permissions: Added: Users can edit the items that they created Assigned: Users can edit the items that they are assigned to Unassigned: Users can edit the items that they are not assigned to All Users: Users can edit the all items
Edit Upcoming Sprint Item	Control access to edit upcoming sprint items The following user types have the respective permissions: Added Users: Users can edit the items that they created Assigned Users: Users can edit the items that they are assigned to Unassigned User: Users can edit the items that they are not assigned to All Users: Users can edit all the items
Edit Started Sprint Item	Control access to edit active sprint items The following user types have the respective permissions: Added: Users can edit the items that they created Assigned: Users can edit the items that they are assigned to Unassigned: Users can edit the items that they are not assigned to All Users: Users can edit all the items
Delete backlog item	Control access to delete backlog items The following user types have the respective permissions: Added: Users can delete the items that they created Assigned: Users can delete the items that they are assigned to Unassigned: Users can delete the items that they are not assigned to All Users: Users can delete all the items
Delete Upcoming Sprint Item	Control access to delete upcoming sprint items The following user types have the respective permissions: Added: Users can delete the items that they created Assigned: Users can delete the items that they are assigned to Unassigned: Users can delete the items that they are not assigned to All Users: Users can delete all the items
Delete Active Sprint Item	Control access to delete active sprint items The following user types have the respective permissions: Added: Users can delete the items that they created Assigned: Users can delete the items that they are assigned to Unassigned: Users can delete the items that they are not assigned to All Users: Users can delete all the items
Reorder	Control access to reorder work items
Export Backlog Item	Control access to export backlog work items
Export Sprint Item	Control access to export sprint items
Import Backlog Item	Control access to import work items to backlog
Import Sprint Item	Control access to import items to sprint
View Comment	Control access to view item comments The following user types will have the respective permissions: Added: Users can view the comments that they added All Users: Users can view all the comments
Add Comment	Control access to add item comments
Edit Comment	Control access to edit item comments The following user types will have the respective permissions: Added: Users can edit the comments that they added All Users: Users can edit all the comments
Delete Comment	Control access to delete item comments The following users will have the respective permissions: Added: Users can delete the comments that they added All Users: Users can delete all the comments

Module: Checklist

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view the checklist The following user types will have the respective permissions: Added: Users can view the checklist that they added Owned: Users can view the checklists that they own All Users: Users can view all the checklists
Add	Control access to add checklists Following are the items to which they can add: Added Items: Users can add checklists to the items that they added Assigned Items: Users can add checklists to the items that they are assigned to Unassigned Items: Users can add checklists to the items that they are not assigned to All Items: User can add checklists to all items
Edit	Control access to edit the checklist The following user types will have the respective permissions: Added: Users can edit the checklist that they added Owned: Users can edit the checklists that they own All Users: Users can edit all the checklists
Delete	Control access to delete the checklist The following user types will have the respective permissions: Added: Users can delete the checklist that they added Owned: Users can delete the checklists that they own All Users: Users can delete all the checklists

Module: Epic

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view epics The following user types will have the respective permissions: Added: Users can view the epic that they created Owned: Users can view the epics that they own All Users: Users can view all the epics
Create	Control access to create epics
Edit	Control access to edit the epics The following user types will have the respective permissions: Added: Users can edit the epics that they created Owned: Users can edit the epics that they own All Users: Users can edit all the epics
Delete	Control access to delete the epics The following user types will have the respective permissions: Added: Users can delete the epics that they added Owned: Users can delete the epics that they own All Users: Users can delete all the epics
Reorder	Control access to reorder epics
Add comment	Control access to add epic comments
Edit Comment	Control access to edit epic comments The following user types will have the respective permissions: Added: Users can edit the comments that they added All Users: Users can edit all the comments
Delete Comment	Control access to delete epic comments The following types of users will have the respective permissions: Added: Users can delete the comments that they added All Users: Users can delete all the comments

Module: Timesheet

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view timesheets The following user types will have the respective permissions: Added: Users can view the timesheet that they created Owned: Users can view the timesheet created for them All Users - Unapproved: Users can view all unapproved timesheets All Users - Approved: Users can view all approved timesheets All Users: Users can view all the timesheets
Add	Control access to create timesheet Users can add log hours for the following items: Added Items: Users can add log hours for the items that they added Assigned Items: Users can add log hours for the items that they are assigned to Unassigned Items: Users can add log hours for the items that they are not assigned to All Items: User can add log hours for all items
Assign Log Hours to Other Users	Control access to allow users to add log hours for other users
Edit	Control access to edit the timesheet Users can edit log hours under the following conditions: Added: Users can edit the timesheet that they created Owned: Users can edit the timesheet created for them All Users - Unapproved: Users can edit all unapproved timesheets All Users - Approved: Users can edit all approved timesheets All Users: Users can edit all the timesheets
Delete	Control access to delete the timesheet Users can delete log hours under the following conditions: Added: Users can delete the timesheet that they created Owned: Users can delete the timesheet created for them All Users - Unapproved: Users can delete all unapproved timesheets All Users - Approved: Users can delete all approved timesheets All Users: Users can delete all the timesheets
Approval	Control access to approve timesheets
Export	Control access to export timesheets
Add Comment	Control access to add timesheet comments
Edit Comment	Control access to edit timesheet comments The following user types will have the respective permissions: Added: Users can edit the comments that they added All Users: Users can edit all the comments
Delete Comment	Control access to delete timesheet comments The following types of users will have the respective permissions: Added: Users can delete the comments that they added All Users: Users can delete all the comments

Module: Meeting

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view meetings The following users will have the respective permissions: Added: Users can view the meeting that they created Participated: Users can view the meeting that they participated in All Users: All users can view all the meetings
Add	Control access to create meetings
Edit	Control access to edit the meetings The following user types will have the respective permissions: Added: Users can edit the meeting that they created Participated: Users can edit the meeting that they participated in All Users: All users can edit all the meetings
Delete	Control access to delete the meetings The following user types will have the respective permissions: Added: Users can delete the meeting that they created Participated: Users can delete the meeting that they participated in All Users: All users can delete all the meetings
Add Comment	Control access to add meeting comments
Edit Comment	Control access to edit meeting comments Added: Users can edit the comments that they added All Users: Users can edit all the comments
Delete Comment	Control access to delete meeting comments Added: Users can delete the comments that they added All Users: Users can delete all the comments

Module: Release

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view releases The following users will have the respective permissions Added: Users can view the releases that they created Owned: Users can view the releases they own All Users: Users can view all the releases
Add	Control access to create releases
Edit	Control access to edit releases The following users will have the respective permissions Added: Users can edit the releases that they created Owned: Users can edit the releases they own All Users: Users can edit all the releases
Delete	Control access to delete releases The following users will have the respective permissions Added Users: Users can delete the releases that they created Owned: Users can delete the releases they own All Users: Users can delete all the releases
Manage release status	Control access to create and manage release stages
Reorder	Control access to reorder releases
Add Comment	Control access to add release comments
Edit Comment	Control access to edit release comments Added Users: Users can edit the comments that they added All Users: Users can edit all the comments
Delete Comment	Control access to delete release comments Added Users: Users can delete the comments that they added All Users: Users can delete all the comments

Module: Reports

Entity Level Permissions

Controlled Actions	Permissions
View Sprint Reports	Control access to view sprint reports Select the reports to provide access
View Epic Reports	Control access to view epic reports Select the reports to provide access
View Release Reports	Control access to view release reports
View Timesheet Reports	Control access to view timesheet reports Select Timesheet type to provide access
View Dashboard	Control access to view dashboard
Export	Control access to export reports

Module: Expense

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view expenses The following users will have the respective permissions: Added: Users can view the expenses that they created Owned: Users can view the expenses they own All Users: Users can view all the expenses All Users - Unapproved: Users can view only the unapproved expenses. All Users - Approved: Users can view only the approved expenses.
Create	Control access to create expenses
Edit	Control access to edit expenses The following users will have the respective permissions Added: Users can edit the expenses that they created Owned: Users can edit the expenses they own All Users: Users can edit all the expenses All Users - Unapproved: Users can edit only the unapproved expenses. All Users - Approved: Users can edit only the approved expenses.
Delete	Control access to delete expenses The following users will have the respective permissions Added: Users can delete the expenses that they created Owned: Users can delete the expenses they own All Users: Users can delete all the expenses All Users - Unapproved: Users can delete only the unapproved expenses. All Users - Approved: Users can delete only the approved expenses.
Approve	Control access to approve expenses
Export	Control access to export expenses
Add Comment	Control access to add expense comments
Edit Comment	Control access to edit expense comments The following user types will have the respective permissions: Added: Users can edit the comments that they added All Users: Users can edit all the comments
Delete Comment	Control access to delete expense comments The following users will have the respective permissions: Added: Users can delete the comments that they added All Users: Users can delete all the comments

Module: Custom Module

Entity Level Permissions

Controlled Actions	Permissions
View	Control access to view a record The following user types have the respective permissions: Added: Users can view the records that they created Assigned: Users can view the records that are assigned to them Unassigned: Users can view the records that are not assigned to them Followed: Users can view the records they follow All users: All users can view the records
Create	Control access to create a sprint
Edit	Control access to edit a record The following user types have the respective permissions: Added: Users can view the records that they created Assigned: Users can edit the records that they are assigned to Unassigned: Users can edit the records that are not assigned to them Followed: Users can edit the records they follow All users: All users can edit the records
Delete	Control access to delete a record The following user types have the respective permissions: Added: Users can delete the records that they created Assigned: Users can delete the records that they are assigned to Unassigned: Users can delete the records that are not assigned to them Followed: Users can delete the records they follow All users: All users can delete the records
Add Comment	Control access to add a comment
Edit Comment	Control access to edit a comment The following user types have the respective permissions: Added: Users can edit the comments that they added All Users: Users can edit all the comments
Delete Comment	Control access to delete a comment The following user types have the respective permissions: Added: Users can delete the comments that they added All Users: Users can delete all the comments
Export records	Control access to export records
Import records	Control access to import records

Module: OKR

Entity Level Permissions

Controlled Actions	Permissions
Enable Project Access	Allow only users associated with the linked projects to access the respective OKR
View Objective	Control access to view all objectives User has to meet one of the following conditions to view objectives: Added: User must have added the objective Owned: User should be the owner of the objective Assigned: User must be assigned to that objective All: User can view all objectives
Create Objective	Control access to create objectives
Edit Objective	Control access to edit objectives The following user types have the respective permissions: Added: Users can view the objectives that they created Owned: Users can view the objectives that they own Associated: Users can view the objectives that they are assigned to
Delete Objective	Control access to delete objectives The following user types have the respective permissions: Added: Users can view the objectives that they created Owned: Users can view the objectives that they own Associated: Users can view the objectives that they are assigned to
View Key Result	Control access to view all key results User has to meet one of the following conditions to view key result: Added: User must have added the key result Assigned: User should be the owner of the key result All: User can view all the key results
Add Key Result	Control access to add key result Users can add key results to the following objectives: Created objective: Users can create key results to the objectives they created Owned objective: Users can create key results to the objectives they own Assigned objective: Users can create key results to the objectives they are assigned to All objective: Users can create key results to all the objectives
Edit Key Result	Control access to edit key result Added: Users can edit key results they created Assigned: Users can edit key results they are assigned to All: Users can edit all the key results
Delete Key Result	Control access to delete key result Added: Users can delete key results they created Assigned: Users can delete key results they are assigned to All: Users can delete all the key results
View Dashboard	Control access to view OKRs dashboard
Add Comment	Control access to add a comment to an OKR
Edit Comment	Control access to edit a comment added in an OKR Added: Users can only edit comments that they added All: Users can edit all the comments
Delete Comment	Control access to delete a comment in an OKR Added: Users can only delete comments that they added All: Users can delete all the comments
Export OKRs	Control access to export all OKRs

Module: Risk & Opportunities

Entity Level Permissions

Controlled Actions	Permissions
Assigned projects only	Control access to risks and opportunities based on project association. Permission is enabled by default to allow access only to project users. Enable to restrict access only to users assigned to associated projects. Disable to allow access to all risks and opportunities within the workspace.
View	Control access to view risk and opportunities The following users will have the respective permissions: Added: Users can view the risks and opportunities that they created Owned: Users can view the risks and opportunities they own All Users: Users can view all the risks and opportunities
Add	Control access to create risks and opportunities
Edit	Control access to edit risks and opportunities The following users will have the respective permissions Added: Users can edit the risks and opportunities that they created Owned: Users can edit the risks and opportunities they own All Users: Users can edit all the risks and opportunities
Delete	Control access to delete risks and opportunities The following users will have the respective permissions Added: Users can delete the risks and opportunities that they created Owned: Users can delete the risks and opportunities they own All Users: Users can delete all the risks and opportunities
Review Verifications	Control access to review risks and opportunities
Approve Evaluations	Control access to approve risks and opportunities
Export	Control access to export risks and opportunities
Add Comment	Control access to add risks and opportunities comments
Edit Comment	Control access to edit risks and opportunities comments The following user types will have the respective permissions: Added: Users can edit the comments that they added All Users: Users can edit all the comments
Delete Comment	Control access to delete risks and opportunities comments The following users will have the respective permissions: Added: Users can delete the comments that they added All Users: Users can delete all the comments
Manage Settings	Control access to manage risks and opportunities settings
View Dashboard	Control access to view dashboard of risks and opportunities

Field level permissions

The field permission is based on the user's profile alone. The field permissions in each module enables you to set permissions based on the field names in that module.

For instance, you have three layouts for your project creation form. Of the three, one of your layouts includes a radio button custom field that captures information on whether the project is an in-house project or a client project. For a custom member profile called marketer, you've set the field permission as Read-only. This setting will invariably be applied to the marketer profile even if the field is added to another project layout.

Note: The layout to which the field belongs has no bearing on the profile permission of that field.

Field level permissions are applicable to the following modules:

Projects
Users
Sprints
Work Items
Epic
Timesheet
Release

Controlled Actions	Permissions
Edit	Control permission to edit field value in that layout
View Only	Control permission to view the field in that layout
Hide	Control permission to hide the field in that layout

Note:

You can define field permissions while adding or updating fields to the layout. Navigate to the layout under Layouts and Fields, hover over the field, and click the Edit Field Permission icon. Learn more
You can also navigate to the Available Field section, hover over the field, and click Set Permissions.

Feature behavior

You need to enable the appropriate entity level permission to be able to enable field level permission.
You cannot hide the default fields in the layout.
You cannot hide the mandatory fields in the layout.
You cannot disable entity permission for the default fields.
You need to save the permission settings of a particular module before going to the next.

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