Project settings and access governance

Open a project → Settings. Sections appear according to your effective capabilities; being able to view one section does not automatically allow you to change it. Archived projects retain authorized historical context and block new changes.

Update project details and lifecycle

A user with project-management access can update the project name, phase, start date, and due date in the metadata section. Only move the project to lifecycle states that Settings currently offers; the available options depend on its current state, your role, and lifecycle policy.

Do not use a lifecycle transition to bypass member access or make historical data editable. If a change is rejected, reload the project to confirm the current state before retrying.

Configure commercial settings and project notifications

Commercial settings let you choose the project's weekend days and time zone. These values configure how commercial data is set up and interpreted; agree with the responsible team before changing them. Recorded data or snapshots should not be assumed to recalculate retroactively merely because the current configuration changes.

If authorized, you can also see project-level notification settings. They complement, rather than replace, personal notification preferences. Recipients, available channels, and Email delivery remain subject to the current policy.

Grant access to an authenticated client

Under Client access, a user with share-management access can add a WorkCloud account email as a Viewer or Approver, with optional start and end times.

• A Viewer can see shared content in the client portal.
• An Approver can participate in approval flows to which they are assigned and remain eligible to decide.
• An active client link can be revoked from the same settings section.

Client access does not turn the recipient into a project administrator. Grant the right email only, use a time limit where appropriate, and revoke access when it is no longer needed. See reports, approvals, and sharing for the conditions required to publish content to clients.

Create and revoke a guest share

Under Guest share, an authorized user can create a guest link with optional email restriction, password, and expiration. Select only the permissions needed: read, comment, approve, file access, album-item selection, or album-item upload.

• Apply least privilege and review content visibility before sending the link.
• A token/link or password displayed during creation must be delivered through a private secure channel. Never paste it into tickets, documentation, public notes, or group chat.
• Review link status and revoke it as soon as the sharing purpose ends, the email is no longer appropriate, or disclosure is suspected.

A guest link does not create an administrative account and does not bypass visibility, lifecycle, or server authorization.

Transfer project ownership

If the Ownership section is available, select an eligible destination organization, review the impact on Finance/Points history, and acknowledge it before starting. The app creates a one-time acceptance link; send it only to a trusted representative of the destination organization through a private channel.

Do not store an acceptance token or URL in documentation, public screenshots, or shared tracking tools. If the destination organization is unavailable or the transfer is not accepted, stop and ask the organization's Owner/Admin to check eligibility rather than using another organization to bypass the restriction.

See also access and sharing scopes, Finance and Points, and the FAQ.