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Visibility & Permissions


General Information on Visibility and Permissions

A user's access and editing rights for an item (folders, documents, tasks, journal entries, meetings, etc.) depend on the following factors:


An element's visibility can only be set for teams, not for individuals. This allows for clear and simple control over visibility while reducing the risk of "oversharing" and complex administration.


Viewing and Adjusting Visibility

By default, an element is visible to the Base teams of the participating users (if available) and, if applicable, for the Core Teams in the Project by default. Visibility can be adjusted—depending on the element type and the user’s respective role in the project and within the element—both during and after creation. In certain cases, visibility is also automatically extended due to an expansion of the users involved in the element. Detailed information on visibility can be found at Visibility & Permissions in Detail.


In most cases, automatic visibility control ensures that an element's visibility is set appropriately. However, you can adjust the visibility if necessary. To ensure that the automatic control works as expected, a Well-thought-out configuration of the project teams is recommended.


The shield icon shows which teams have visibility for an item.



The person icon also shows which users have visibility for the item (based on team assignments).



To check which elements are visible to which teams, use the Filter by Visibility. This filter is available to project administrators in the Documents, Tasks & Topics, Task planning and in Journal. When the filter is enabled, only the items that are visible to the selected teams are displayed.



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Visibility & Permissions in Detail

For information on the visibility and permissions of individual pieces of content, see the following articles:


Troubleshooting


If the following troubleshooting steps do not resolve the issue, please contact Support.


If an item is opened for which you do not have access, the message "This item could not be opened" or "You do not have permission to access this item" will be displayed.




If a linked item within another item is not visible to the users involved, a corresponding notification appears, which can be used to check which users or teams are affected.



An element can only be accessed once its visibility has been expanded.

Updated on: 28/07/2026