Getting started
Know what your role lets you do
Understand workspace roles, client access, and why an action may be unavailable.
Your role sets a ceiling on what you can do. Access to a particular project, item, field, or file can narrow that further. Seeing a page does not necessarily let you edit everything on it.
Roles at a glance
| Role | What you normally use it for |
|---|---|
| Owner | Run the workspace, including owner-only security, retention, and ownership controls. |
| Admin | Manage people, teams, projects, and ordinary workspace configuration. Owner-only controls remain separate. |
| Manager | Coordinate projects and work within your permitted scope. |
| Member | Do assigned work and collaborate on items you can access. |
| Viewer | Read permitted work and use available collaboration actions; you do not get general editing authority. Internal notes are hidden by default. |
| Client admin | Manage the people and permitted work of your client organization. This is not workspace administration. |
| Client user | Submit and follow your own requests and read explicitly shared project content. |
A workspace may use a named role such as “Coordinator.” Its name does not tell you its authority: it retains the ceiling of its starting role and may have fewer capabilities. A project role or direct grant also cannot bypass client or internal-content boundaries.
Check an unavailable action — 1 minute
Before you start: sign in and open the project or item you are trying to use.
Confirm the active Workspace. Your role can differ between workspaces.
Read the explanation beside a disabled action. An archived project can be read-only even when your role normally allows editing. A blocked task may need its prerequisite completed first.
If you can read the item but cannot change it, ask a workspace administrator to review the exact action and project access you need. Give the work key or a link through an appropriate private channel.
After access changes, reload the page and try the action again. Do not create a duplicate item to work around a permission error.
Expected result: you can distinguish a role restriction from an archived item or a dependency, and ask for the right adjustment.
Client organization boundaries
If you are a client administrator in one organization and a client user in another, your administrator rights apply only in the first. Client project views do not give you staff planning controls. Public comments mean “visible to people allowed to read this item,” not “available on the internet.” Internal notes and internal attachments stay hidden from clients.
If a previously working link becomes unavailable, check your workspace and contact its administrator. Flow may deliberately avoid confirming whether an inaccessible resource exists.