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Portfolio Permissions

Portfolio Permissions

ChangePlan’s permission system ensures that hidden portfolios and initiatives, along with their details, remain invisible to users without the appropriate access. This article explains how permissions work, the specific areas where hidden data is restricted, and guidelines to manage hidden portfolios and initiatives effectively.

Published on November 29, 2024

Managing Portfolio Permissions and Initiatives in ChangePlan

Portfolio Permissions

To access hidden portfolios and their initiatives, users must have one of the following permissions:
  • Full Access: Full control, including editing and viewing hidden portfolios.
  • Editor Access: Permission to edit and view hidden portfolios.
  • View Access: Can view hidden portfolios but cannot edit.

Initiative Permissions

To access hidden initiatives, users need one of these roles:
  • Change Manager: Full management and access to hidden initiatives.
  • Editor: Permission to edit and view hidden initiatives.
  • View: Can view hidden initiatives but cannot edit.

Ensuring Hidden Portfolios and Initiatives Are Not Visible

Hidden portfolios and initiatives, along with their details, are completely restricted from users without the appropriate permissions. Here are the specific areas where hidden data will not appear:

1. Reports

  • Hidden portfolios and initiatives will not show up in any reports.

2. Charts

  • Hidden data will not be reflected in charts, including:
    • Change Effort 3 Reports
    • Impact & Activity Burden Heatmaps
    • Open Risks
    • Adoption Metrics

3. Tables

  • Hidden data will be excluded from:
    • Initiatives Page
    • Portfolios Page
    • Team Utilization Page

4. Dropdown Options

  • Hidden portfolios and initiatives will not appear in dropdown menus:
    • Add Initiative: Hidden portfolio names won’t appear as options.
    • Add/Edit Portfolio: Hidden initiative names won’t appear as options.
    • Duplicate Activity/Impact/Risk Modal: Hidden data will not be selectable.

5. Initiative Timelines

  • Hidden initiatives will not show up in initiative timelines.

6. Audience Page

  • No data from hidden portfolios or initiatives will contribute to:
    • Initiatives, Impacts, Activities
    • Time Away from BAU Calculations
    • Timelines in the Audience Page

7. Filters and Other Areas

  • Hidden portfolios and initiatives will not appear as filter values or anywhere else in ChangePlan.

Additional Guidelines for Hidden Initiatives

To ensure confidentiality, hidden initiatives will adhere to the following restrictions:
  • No Pulse Checks: Hidden initiatives will not send out pulse checks.
  • No Messages: No activity owner or deliverer messages will be sent from hidden initiatives.
  • No Dropdown Visibility: Hidden initiative names will not appear in the Initiative dropdown at the top of pages.

Best Practices for Managing Hidden Portfolios and Initiatives

  1. Set Permissions Correctly: Ensure that only users with the appropriate roles have access to hidden portfolios and initiatives.
  1. Regularly Review Access: Periodically check and update permissions to maintain security and confidentiality.
  1. Use Hidden Status for Sensitive Data: Reserve hidden status for initiatives or portfolios with sensitive or confidential information.
 
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