✔  Available on legacy Enterprise subscriptions

What
Manage access to individual project templates using template privacy.
Why
  • Limit template access to key stakeholders.
  • Keep sensitive information in the right hands.
  • Make it easy for people to find templates by only showing them the ones they need.
Who
  • Site admins
  • Standard users with the profile permission:
    • Manage project templates (allows users to create and manage project templates)
When
  • You want to create templates for client work and only involve team members working with the related clients.
  • You want to utilize templates for internal projects around performance review processes.
What
Manage access to individual project templates using template privacy.
Why
  • Limit template access to key stakeholders.
  • Keep sensitive information in the right hands.
  • Make it easy for people to find templates by only showing them the ones they need.
Who
  • Site admins
  • Standard users with the profile permission:
    • Manage project templates (allows users to create and manage project templates)
When
  • You want to create templates for client work and only involve team members working with the related clients.
  • You want to utilize templates for internal projects around performance review processes.

Before you start

Privacy can only be applied when creating a project template. Existing templates cannot have privacy applied.

Create a private custom project template

Generally, you will follow the normal custom project template process. Steps 11 and 12 below highlight the steps specifically related to updating the template's privacy.

  1. Click Projects in Teamwork.com's main navigation menu.
  2. Select the Templates tab.

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  3. Click the Create a template tile. If you're currently viewing the Teamwork.com Templates subsection, click the Create a template button in the top right of the view.
     
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  4. Choose Start from scratch, then click Next step.
  5. Enter a name for the template.
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  6. Choose a company to associate the template with — either the owner company or one of your external client companies.
    📝 Client users can only be added to project templates associated with their company. If you change a template's company, affected client users are removed.
  7. Set the template's description.
  8. Click Next step. 
  9. Add people to the project template. Choose individuals, teams, or companies.
    📝 Project items created in the template can only be assigned to people added as members of the template. 
  10. Click Next step.
  11. Select the Project privacy field. By default, the template is accessible to anyone with permission to view project templates.Image Placeholder
     
  12. Use the checkboxes to select people, companies, or teams to include in the template's privacy.
  13. Click Update to save your selection.

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  14. Next:
    1. Stop there: Click Create Template in the template creation window.
    2. Level up: Set additional advanced template options (listed below), then click Create Template.
      1. Project category: Add the template to a project category.
      2. Tags: Apply one or multiple tags to the template.
      3. Time: Adjust the template's default billable setting for time logs on projects created from the template.
      4. Custom fields: Apply and populate project custom fields.

The private custom project template is created and you are brought directly to it. The template only shows in the templates gallery for users included in the privacy settings.

Best practices

  • Keep it relevant: Only include key stakeholders who need access to or might need to utilize the template.