Projects and Documents Access Overview

Information in Accolade is secured through its visibility access, which controls what each user can and cannot access throughout the application. At a high level, your user role and user assignments within a project determines your project and document access. Whether a document is published or unpublished determines your accessibility to the document through Search.

Note: You may be asked to select a location when you access Accolade. Your selection can restrict your access to projects and information to only those allowed to be viewed from that location. It is possible that you have access to information in one location that you do not have access to in another location. Restrictions are in place to ensure your company's intellectual property is not in danger based on the laws and regulations in various countries.

Projects Access

Project access is determined by whether you are a member of a project team (including current and delegated action owners in workflows) and whether you are assigned the appropriate access groups, security profiles, and security lists that further restrict the information you can and cannot see within Accolade. These are defined at the system level and are specific to your company and how your company has set up access security. To view your access definitions, click your user name in the Accolade title bar to display your user profile.

Some users have edit access to a project, and some have view-only access to a project. Your role on the project team determines what types of information you can view or edit within the project and whether you have upload and download rights to documents within the project.

Document Access

Your assignments within a project and whether a document is published determines your access to a document and whether you have permission to upload, download, or edit a document. Only published documents return in searches. Publishing allows document owners to choose when to make a document's contents available to Accolade users who are not part of the project team. For information about editing rights for documents, see Document Ownership and Editing Rights.

Document Type	Access Notes
Deliverable and Activity Documents	For most deliverables and activities, users who have access to a deliverable or activity within a project also have access to view the latest version of the document attached to the project. If a deliverable or activity document is published, all users with access to Quick Search, Advanced Search, or the project through the correct access group assignments, can view the latest published version of the document. Depending on how the deliverable or activity is configured in the model, access may also be restricted by user role. For deliverables and activities set up with these restrictions, users must also have the user roles assigned to the deliverable and activity within the model to view and download templates, the latest version within the project, and to published versions through Quick Search and Advanced Search. Without the assigned user role, users cannot access any content or details for the deliverable or activity. Deliverable documents are available on the Stages page within a project. To access deliverables in projects that you are assigned the owner to, or are assigned as a Document Reviewer, use the All My Work page available in the Workspace > My Workspace menu. Users who can view deliverable and activity documents typically include the following: Executive (published only) Gate Manager assigned as the gate owner (published only) Document Reviewers Document Owners Other members of the project team, including the project manager Idea Manager Process Manager Users who can add a version of a gate document within a project include the following: Document Owner Idea Manager Process Manager Project Manager A Process Manager with Manage Process rights or the assigned project manager can publish or unpublish an existing version, but cannot add and publish a new version unless the document has no owner.
Gate Documents	Users who have access to gate information within a project also have access to view the latest version of a document attached to a gate. If a gate document is published, all users with access to Quick Search, Advanced Search, or the project can view the latest published version of a gate document. Gate documents are available on the Gate page within a project. To access gate documents in gates in which you are the assigned gate owner, use the Work pod on the Upcoming Gates page available in the Workspace > My Workspace menu. You can also view a list of upcoming gate meetings from the Upcoming Gates page. For more information, see Viewing Your Work. Users who can view gate documents typically include the following: Executive Gate Manager assigned as the gate's owner Members of the project team, including the assigned project manager Idea Manager Process Manager Resource Planner Users who can add a version of a gate document within a project include the following: The assigned gate owner Idea Manager Process Manager Project Manager A Process Manager or the Project Manager can publish or unpublish an existing version, but cannot add and publish a new version unless the document has no owner.
Related Documents	Related documents can be added to the project, or to a deliverable or activity within the project. Users who have access to information within a project also have access to view the latest version of a related document attached to the project. Users who have access to a deliverable or activity also have access to the related documents attached to the deliverable or activity. Related documents attached to the project are available on the Related Docs page within a project. Users who can view related documents within a project typically include the following: Executive Gate Manager assigned as the gate owner Members of the project team (team members, project manager). Idea Manager (for idea projects) with Manage Process rights Process Manager with Manage Process rights Resource Planner If a related document is published, all users with access to Quick Search, Advanced Search, or the project can view the latest published version of the document, if they have access to the project through their access group associations. For deliverables and activities set up with user role restrictions, users must also have the user roles assigned to the deliverable and activity within the model to view and download related documents that are attached to the restricted deliverable or activity. Related documents attached to a deliverable or activity that is restricted to specific user roles is not available on the Related Docs page in the project, unless it is also associated with a non-restricted deliverable or activity. Members of the project team (team members and project managers) can add and edit details for related documents. The assigned document owner, Process Manager with Manage Process rights, and members of the project team including the assigned project manager can add related documents to a deliverable or activity. Workflow action owners can add related documents to the deliverable or activity associated with their workflow action. Restricted Team Members can add, view, and edit only the related documents associated with their assignments.

Document Type

Access Notes

Deliverable and Activity Documents

For most deliverables and activities, users who have access to a deliverable or activity within a project also have access to view the latest version of the document attached to the project. If a deliverable or activity document is published, all users with access to Quick Search, Advanced Search, or the project through the correct access group assignments, can view the latest published version of the document.

Depending on how the deliverable or activity is configured in the model, access may also be restricted by user role. For deliverables and activities set up with these restrictions, users must also have the user roles assigned to the deliverable and activity within the model to view and download templates, the latest version within the project, and to published versions through Quick Search and Advanced Search. Without the assigned user role, users cannot access any content or details for the deliverable or activity.

Deliverable documents are available on the Stages page within a project.

To access deliverables in projects that you are assigned the owner to, or are assigned as a Document Reviewer, use the All My Work page available in the Workspace > My Workspace menu.

Users who can view deliverable and activity documents typically include the following:

Executive (published only)
Gate Manager assigned as the gate owner (published only)
Document Reviewers
Document Owners
Other members of the project team, including the project manager
Idea Manager
Process Manager

Users who can add a version of a gate document within a project include the following:

Document Owner
Idea Manager
Process Manager
Project Manager

A Process Manager with Manage Process rights or the assigned project manager can publish or unpublish an existing version, but cannot add and publish a new version unless the document has no owner.

Gate Documents

Users who have access to gate information within a project also have access to view the latest version of a document attached to a gate. If a gate document is published, all users with access to Quick Search, Advanced Search, or the project can view the latest published version of a gate document. Gate documents are available on the Gate page within a project.

To access gate documents in gates in which you are the assigned gate owner, use the Work pod on the Upcoming Gates page available in the Workspace > My Workspace menu. You can also view a list of upcoming gate meetings from the Upcoming Gates page. For more information, see Viewing Your Work.

Users who can view gate documents typically include the following:

Executive
Gate Manager assigned as the gate's owner
Members of the project team, including the assigned project manager
Idea Manager
Process Manager
Resource Planner

Users who can add a version of a gate document within a project include the following:

The assigned gate owner
Idea Manager
Process Manager
Project Manager

A Process Manager or the Project Manager can publish or unpublish an existing version, but cannot add and publish a new version unless the document has no owner.