Assigning Gantt Permissions and Controlling Sharing Access

To grant the permissions to the relevant users of Gantt, as an administrator you must:

• Assign the PSA - Manage Gantt and Project Tasks permission set to give users access to Gantt.
• Assign the relevant permission controls to users who need access to view or edit project tasks.
• Grant sharing access to project records.
• Use custom settings to control edit access to projects and the ability to delete tasks.
• Check sharing rules for project tasks when sharing Gantt with view-only permission.

Note:

Ensure that users who access Gantt through PSA Experience Cloud sites have the correct permission controls.

Assigning Permission Sets

To provide the necessary permissions for a user to access Gantt:

1. From Setup, select Users | Users. Using Classic From Setup, select Manage Users | Users.
2. Select the full name of the user.
3. In the Permission Set Assignments related list, click Edit Assignments.
4. Select PSA - Manage Gantt and Project Tasks from the Available Permission Sets list and move it to the Enabled Permission Sets list.
5. Click Save.

Permissions to View Financial Information on Project Tasks

To view financial information on project tasks and project task assignments, assign the Certinia Group - PSA - Project Manager permission set group to the relevant users. This contains the PSA - View Financial Information for Project permission set, which gives read access for all the fields needed to display and calculate the relevant fields on project tasks and project task assignments, and in Gantt.

Assigning Permission Controls

To enable users to view, or view and edit projects in Gantt, you must configure a user's permission control record.

To set up a permission control for a user:

1. In the App Launcher, select All Items | Permission Controls. Using Classic Select the Permission Controls tab.
2. Click New.
3. Complete the summary fields, as needed.
4. In the Permissions section:
   • To assign only view permission, select Project Task Gantt View.
   • To assign edit permission, select Project Task Gantt View and Project Task Gantt Edit.

5. Click Save or Save & New.

For more information about permission controls, and the fields and options, see the related topics.

Controlling Sharing Access

Granting Sharing Access to Projects

You must grant users sharing access to the relevant projects. The following rules apply:

• If a project record is Private to a user, the user cannot open that project in Gantt.
• If a project record is Read Only to a user, the user can only open that project in read-only mode in Gantt.
• If a project record is Read/Write to a user, the user can open that project in edit mode in Gantt.

Respecting Project Sharing

To prevent users without edit access to a project record from editing project tasks in Gantt, select the Respect Sharing When Editing a Project setting in the Gantt Global Settings custom setting. The setting is deselected by default.

To ensure sharing settings are respected when a user deletes project tasks in Gantt, select the Respect Sharing When Deleting Tasks setting in the Gantt Global Settings custom setting. The setting is deselected by default. This means you can prevent users from deleting tasks that were added from a template or added by a project manager.

For more information, see Configuring Gantt Custom Settings.

Sharing Gantt with View-Only Permission

Users who have view-only permission can see project tasks based on sharing rules. If the default sharing access for project tasks is set to private, ensure that users' sharing rules are configured for the relevant project tasks.

As a minimum, assign read permission to the relevant users for the following Project Task fields:

• Duration Units
• End Date & Time
• Hierarchy Depth
• Name
• Parent Task
• Peer Order
• Project
• Start Date & Time
• Work Calendar

Note: For Gantt in read-only mode, you must also assign read permission for any additional fields. Fields without read permission are not displayed.

When Gantt is view-only:

• If you give access to a child task but not the parent task, the child tasks are not shown.
• Dependencies to or from project tasks are not displayed if the user does not have sharing access for the project tasks.
• Roll-up fields, such as Estimated Hours and Actual Hours are not recalculated.
• Work breakdown structure (WBS) is not recalculated.
• If you do not assign read access to specific Project Task fields, the following effects are seen in Gantt.

  Project Task Field	Effects
  Actual Cost	The field is not displayed in the Gantt task grid. Note: This field is also not displayed if it is not added to the Gantt Read Only Columns field set.
  Assigned Resources	The following columns are not displayed in Task Assignment Manager: Resource Name Role
  Estimated Cost	The column is not displayed in the following windows: Gantt Task Grid Gantt Task Editor Note: This field is also not displayed if the user does not have read access for the following fields: Average Cost Rate on the Rate Card object Cost Rate Amount on the Assignment object Average Cost Rate Number on the Resource Request object Default Cost Rate on the Contact object Estimated Cost on the Project Task Assignment object
  Estimated Hours	The following totals are not displayed in Task Assignment Manager: Allocation Hours Allocation Percent Estimated Hours
  Milestone or Synchronize Milestone and Task	If you do not assign read access to one of these fields: The Synchronize Task column is not displayed in the Project Milestones window. The tasks that are synchronized to milestones are displayed as regular project tasks.

This behavior is also true when you share Gantt with external users, such as through PSA Experience Cloud sites.

For information about setting up and using PSA Experience Cloud sites, see "Getting Started with PSA Experience Cloud Sites", available from the Certinia Community.