About Bookmark Access

All project members who belong to the same organization and collaborative space as the bookmark creator by default get access to the bookmarks according to their role in the collaborative space, independent of the inherited bookmark or specific bookmark. Other project members get access to all inherited bookmarks according to their access defined in the project; these accesses cannot be modified at the bookmark level.

In addition, project members do not automatically have access to the specific bookmarks added to a project. The bookmark creator, and anyone else with Add/Remove access to the bookmark, must specifically grant access to bookmarks by adding those users to the "sharing" list of the bookmark. Only project members are allowed to add to the "sharing" list of the specific bookmark. Users who are not project members cannot be added to such bookmarks.

To get access to a bookmark, the person must be in the bookmark's "sharing" list for one or more of these reasons:

  • A person with Add access to the bookmark has specifically added the person.
  • The bookmark inherited its access list from its parent bookmark or project and the person is in the parent's "sharing" list.
  • The bookmarks have Inherit access, which means anyone with view access to the project can view the bookmark. This includes project members who are not in the bookmark's access list and other company employees with the same collaborative space as the bookmark creator.

Documents added to the bookmark can, but do not necessarily, inherit the accesses defined for the bookmark. If your system is set up to allow you to add non-documents (such as parts) to a bookmark, the non-document items do not inherit bookmark access privileges. If a project has a bookmark that has a document, the primary ownership of that document is the same as the owner of the project, irrespective of the logged-in user.

A revision to the content to a bookmark has no effect on the content of the bookmark. For example, if Rev 1 of a document is connected to the bookmark and the document is revised to Rev 2, the bookmark keeps Rev 1. However, on the Bookmarks page, you can select the "Higher Revision Exists" icon to get the latest content for a controlled bookmark.

You can add documents as attachments or deliverables to several types of objects, such as tasks, risks, and so on. Access to documents for those objects works the same as access for documents in bookmarks.

You can add users to a bookmark who are not members of the project but are members of a collection.

A Leader baseline role can create, modify, delete, promote/demote, and add content to a bookmark. All other baseline roles have only read-only access to a bookmark.

For this object:

Perform these steps to list the attached documents:
Project From the project's navigation pane, click Bookmarks and then click the Name of the bookmark.

From the parent bookmark's navigation pane, click Subbookmarks to list the content of a sub bookmark. Then click the Name of the sub bookmark.
Task From the task's navigation pane, click Deliverables.
Financial (project budget) From the item's navigation pane, click Attachments.
Quality (CTQ) From the item's navigation pane, click Attachments.
Risk From the item's navigation pane, click Attachments.
Business Goal From the item's navigation pane, click Attachments.