We understand some Projects and activities you are working on need to be kept confidential for various appropriate reasons. Projects that require protecting include the company or firm's own forecast, or that of a sensitive/ confidential client. Other cases for Private Projects include scenario planning where the scenario or concept needs to remain confidential or closely-held.
To accommodate this, Castaway allows Administrator and Analyst Users to set projects as Private and control who has access to them.
Please note: Org Owners have access to ALL Projects, even if Private Projects is applied.
Setting a Project as Private
You can make a project private by selecting the Private option from the Accessibility dropdown menu in the Build Your Project Settings window (or Consolidation details if it is a consolidation project) This will hide the project entirely from other users in your organisation and limit access to specific users.
Managing Access to Private Projects
You can manage Private Project Users in the Overview screen. By clicking Private Users-Manage, you can edit the list of private users, adding or removing access as needed.
Here, you can toggle access as required
On the left hand side of this screen, you will see a list of Organisation User members. They'll all be listed, but they may or may not have access to the Project.
Only one user can hold the Primary function. If the Primary function is assigned to someone who is not the Org Owner, then there will be two Users with Primary function permissions. The Org Owner or the Project Owner can change the Primary permissions function. Being assigned as Primary means you have access to:
- toggle the Private function on and off for the Project
- manage user access - add or remove Private Users
External Guests with access to a Private Project cannot be assigned the Primary
The Access permission means an Org User has access to the Private file, but unless they are also assigned as Primary, they cannot toggle between Private or Global and they cannot manage Users with access to the Private Project.
Important Things to Remember
- The Organization Owner is always included in the Private Project, and their access cannot be removed
- Only the Org Owner and the Primary User (the one who set the project as private) can update or edit the private access settings
- The accessibility settings are only viewable and adjustable by the Org Owner and the Primary User. If you cannot see the accessibility settings on the Overview screen, it means you are not the Primary User, and you will need to liaise with them to adjust the privacy settings if required
- Users granted Private access can invite Guests (external users, not part of the Org) to the Project, so it’s important to communicate privacy guidelines with those users to prevent unwanted Guests from accessing your Private Project
- Private Projects can still be copied. When a project is copied, all the settings, including privacy, are retained
- If you remove the Private setting and revert the project to Global access, the list of private Users will be cleared and their access removed. If they need continued access to the Global Project and they are not part of the Org (ie: external Guests), they will need to be invited in again.