How can I give others access to a board?

A team board is used to collaborate with a team or group of people. By default, a newly created board is only visible to the user who created it.

This article explains how to share a board with other users and how board authorisation works.

Board authorisation

1. Open the board you want to share.

2. Click the Engage Process logo in the top-left corner to open the menu.

3. Select Authorisation.
   
   

If this option is not available, you do not have permission to change board authorisation. In that case, ask the board owner to grant you the required rights.

Managing users and groups

In the authorisation window, you can:

• Add or remove users and/or user groups.

• Assign a role to each user or group for this board.

The selected role automatically determines which rights are applied.

Explanation of board rights

The following rights define what users and user groups can do on a board:

• Read
  Provides visibility to the board and its contents, without allowing any changes.

• Modify
  Covers changes to the board name and settings, and full management of work items.

• Create
  Makes it possible to add new work items to the board.

• Delete
  Determines whether work items can be removed from the board.

• Authorise
  Controls who can access the board and which permissions are assigned.

• Modify own
  Limits editing capabilities to work items created by the user.

• Remove own
  Limits deletion capabilities to work items created by the user.

Combined rights

The Combined Rights column shows the total permissions a user has. These permissions are a combination of:

• Rights assigned directly to the user;

• Rights inherited from one or more user groups;

• Rights granted at organisation level.

User group membership

To check which user groups a user belongs to:

1. Select the user.

2. Click Show membership.

User group membership can only be managed by an administrator in the Users and Groups section of the Engage Process Admin Center.

Important notes

Note
Each board must always have at least one user or user group with the Owner role.
By default, this is the user who created the board.

Note
A user may still have access to a board even if they are not explicitly listed, due to permissions inherited from user groups or organisation-level rights.