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Project-level Access Controls

At time of writing, Users on the Professional Plan now have capabilities available to limit project viewing, editing & sharing in h2x.

  • What is the capability ?

  • What are the benefits of this capability ?

  • Which Users get this capability ?

  • Which users, roles & seats can use these capabilities in the app ?

  • What can Users actually do in the app ?

  • How can a User get these capabilities ?

What is the Capability ?

The capability is called Project-level Access Controls. Users now have new capabilities available to limit project viewing, editing, and sharing in h2x:

What are the Benefits of this Capability ?

This capability solves problems for organizations, especially those with stricter security policies, by providing more controls over project access. The benefits include:

  1. Enforcing Legal/NDA requirements on projects: Organizations can limit project sharing to only relevant or approved users, preventing a breach of contract for projects under NDA.

  2. Enforce stricter access policies on projects: Organizations can enforce rules to make all projects private by default or ensure that only associated members (like members of the "Perth team" seeing only "Perth projects") have access.

Which Users Get this Capability?

At time of writing, these capabilities are only available to Users on the Professional Plan.

Which Users, Roles & Seats can use these Capabilities in the App ?

A project's access controls can only be modified by:

  • Organization's Manager.

  • Project owner.

  • User in a Project with "Full Access" General Access setting - ie. projects without any restriction.

  • User in a Project with "can edit" Specific Access setting - ie. users who are specifically given permission to "edit" projects and it's access controls.

What Can Users Actually do in the App ?

Setting a project to 'view only' or 'restricted'

These permissions are managed in the General Access section of the Share pop-up within a project.

Feature

Description

Steps on How to Use

Set General Access to "View only"

All Users in the organization can still see the project, but they cannot make edits, even if they have a design seat.

This is useful if you need users to see the project but not edit it.

  • - Open the project.

  • - Click the "Share" button.
    - Under "Internal Sharing" and "General Access", select "View Only" from the dropdown menu.
    - Click "Update".

Set General Access to "Restricted"

By default, no user other than the Project Owner and Manager can see the project. They will be blocked from seeing the project in their dashboard and accessing the project link.

This is used for NDA projects or projects that should be private.

  • - Open the project.
    - Click the "Share" button.
    - Under "Internal Sharing" and "General Access", select "Restricted" from the dropdown menu.
    - Click "Update".

Giving Specific Users 'can view' or 'can edit' Project Permissions

Specific ‘can view’ or ‘can edit’ permissions for users only apply when a Project’s General Access setting is “View Only” or “Restricted. These permissions are managed in the Specific Access section of the Share pop-up within a project.

If a project’s General Access setting is “Full Access,” any user can view and/or edit a project based on having a view or design seat.

Permission

Effect

Steps on How to Use

Can View

The added user will be able to see the project and view the designs, but they cannot make edits. This is useful for users like supervisors who need to view the designs.

  • - Click the "Share" button.
    - Under "Specific Access," select a user's name or add a new user.
    - Select "Can view" from the permissions dropdown for that user.
    - Click "Update."

Can Edit

The added user will be able to see the project and make edits to the design, allowing them to collaborate. This permission can be granted even if General Access is "View only" or "Restricted".

  • - Click the "Share" button.
    - Under "Specific Access," select a user's name or add a new user.
    - Select "Can edit" from the permissions dropdown for that user.
    - Click "Update."

Remove Access

You can remove a user's specific access, which will revoke their permission to see the project (if General Access is restricted).

  • - Click the "Share" button.
    - Under "Specific Access," click the existing user's permission dropdown.
    - Select "Remove access."
    - Click "Update."

Public links allow anyone to view the project without requiring a sign-in or registration.

Feature

Condition / Effect

Steps on How to Use

Generate Public Link

This link can be deactivated anytime. By default, if the General Access is "Full access," any user with a design seat can generate a public link.

  • - Open the project.
    - Click the "Share" button.
    - Navigate to the "Public Sharing" tab.
    - Click "Generate public link."

Revoke Public Link

The Project Owner, Manager, or any user with "Can edit" specific access can revoke a generated public link. Users with "View only" access cannot revoke a public link.

  • - Click the "Share" button.
    - Navigate to the "Public Sharing" tab.
    - Click the trash can icon next to the public link.

Give Non-Project Owner Users Ability to Change Access Controls for a Project

Users can use the Organization-level Access Controls feature to grant users who are not the project owner the ability to modify a project's access and sharing settings.

Feature

Description

Steps on How to Use

Give Access Control to Any User (Full Access)

Allows any user in the organization to modify a project's access controls, provided the project's General Access is set to "Full access."

  • - Open the project.
    - Click the "Share" button.
    - Under "General Access," ensure "Full access" is selected.
    - Any user in the organization can now see and change the access controls.

Grant Access Control via "Can Edit" Permission

Allows a specific user to modify access controls for projects that are set to "View only" or "Restricted," even if they are not the owner. This permission is required for non-owners to edit controls on restricted projects.

  • - (Granting ‘Can edit’ permission can only be done when a Project’s General Access setting is “View Only” or “Restricted.”

    If a project’s General Access setting is “Full Access,” all users can change the project’s access controls.)

  • - Click the "Share" button.
    - Under "Specific Access," select or add the desired user.
    - Ensure the user's permission is set to "Can edit."
    - Click "Update." The user can now edit the project and modify the access controls.

Transfer Project Ownership

Makes a user the new Project Owner, instantly giving them full authority to modify the project's access controls and all other settings.

  • - (Ownership can only be transferred by a project owner.)

  • As the Current Project Owner:

  • - Click the "Share" button.
    - Under "Specific Access," click the permission dropdown for the user you want to transfer ownership to.
    - Select "Make owner."
    - A confirmation dialogue will appear; click "Change ownership." The user is now the owner and has full control over the access settings.

How can a User Get These Capabilities ?

A User starts using these capabilities through a configuration process:

  • A customer buys the h2x Professional Plan.

  • The customer waits for h2x staff to enable capability on their end.

  • Once that has been done, this feature may be used.