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Permissions/Roles Suggestions - More Granular Approach?

We'd like to be able to do things like share a schedule/list but not all the tasks around it within our org.

IE - marketing dept has lots of back and forth and needs to be able to report progress, but some of these tasks are sensistive, so we need a role or a mechanism that is more granular.  Also I made a few users "light" and even tried to set the app permissions as restrictive as possible, but users could not only see these tasks, they could create new ones and even delete other's tasks.  This is not good.

I hope there are permissions/role changes coming down the pike.   Thanks!

Selby Gardens Answered

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Permissions via role within a workspace  is essential (deal breaker) for us too.

Gyi Tsakalakis 0 votes
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We definetly need more Granular Approach when it comes to Permissions.

 

For example, I create a Worspace --> Project --> DEliverable.

I have 10 users in the Workspace. However, I don't want everyone to be able to see every Deliverable, but only the one they are Owner / Assigned to.

 

This will help a lot.

Gjorgi 2 votes
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Our needs are identical to Gjorgi's.  Nearly every other PM app I've tried has more granular permissions settings than Podio.  It is the number one thing holding us back.  Please Podio, add to your greatness, and give us granular permissions setttings.

Summer Coley-Ward 0 votes
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Ok.  We are looking for more granular permissions as well.  Single project multiple vendors - need to project as a whole on our end but limit specific vendors to specific deliverables.

Still kinda new to Podio but thinking this is plays out in other places too.  eg Staff assessment - manager should only see their staff etc.

Andrew McDowall 0 votes
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At the top of a (small) organization, I have meetings with different "departments", so I naturally have a Meetings app in Podio.  App-linked to the Meeting items are items from a "Discussion Items" App, which hold the different conversations.  Currently, I have 5 copies of these apps, but would love to have 1 meetings App, each meeting item includes different people who can see that item.  With one "Discussion Item" App, I could bring different people into different Discussion Items.  Now, each discussion is siloed by workspace.

We LOVE Podio, and are working around these issues.  I would love it if we could put apps in a Global Workspace, and move permissions down to the app and item levels.   Everyone has 1 Meetings App, which shows the meetings they are involved with across the organization.  Many of us have multiple roles, and therefore are now using multiple copies of multiple apps.

Another issue is when updating the functionality of the Meeting App, I have to do it 5 times, in the 5 workspaces, so I can preserve the comments that would get stripped by the export/import option.  Another case for having permissions at the App and Item level.  Common functionality would be centralized.  I'm sure you guys know this, and if it was easy we would already have it, but thanks for listening!

How do you guys handle this?  Do you make multiple copies of your core operating apps to the different workspaces?  Thanks!

Greg Gorman 1 vote
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I agree, this would add a lot of value to the product, but also a lot of complexity. Would almost mean we could collaborate with our clients directly on our own projects rather than setting up another workspace and duplicating projects.

James Bryant 0 votes
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As podio relies upon you creating workspaces and adding multiple people to tat workspace it will be interesting to see if they are wiling to cannibalise their business model? I really hope so

Dearg O'Bartuin 0 votes
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Maybe instead of making it more granular they could share data between workspaces or let you see an overview of multiple instances of apps.  For example -

We have 30+ clients who we work on projects with throughout any given year. I could create a 'Projects' app that is cloned/linked to many workspaces so that we could actually collaborate with different people in different projects. Employees of the organisation would be able to view all 'Projects' in the employee network tab. Any changes made to the structure of the 'Projects' app would apply to all workspaces.

That would protect their business model and we would promote it to more users. More people would then experience how useful Podio is. But for now there is not much value to us to create more workspaces and include clients since the data is very sandboxed.

James Bryant 0 votes
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Hey James and Dearg, thanks a lot for your insights. Totally appreciated. 

We're working on some very exciting things that I think will help you with your use cases. 

As always, can't give you any timeframe but watch the http://blog.podio.com and @Podio on Twitter for news. 

/Gustav - Podio

Gustav Jonsson 0 votes
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This is the information I was looking for, but not the answer I wanted.  I have a project/workspace I'm managing and wanted to allow my volunteers to be able to connect in and update the information related to areas they are assigned.  Unfortunately, there is no apparent way to control and restrict them to only seeing the areas that are needed.

Gerald Griffith 0 votes
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Hi, we've just released Podio Share. This new feature will let you share just specific items in apps with people outside the workspace.

Read more about it  on this article or  on our blog.

Hope you'll use it a lot, we're very excited :) 

/Gustav - Podio

Gustav Jonsson 0 votes
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Thanks Gustav, really appreciate the feedback and we're very excited to try out the new share feature. The Podio team is great at pumping out the updates!

So refreshing after being a long time Daylite/Billings user, they have a good product but the Olympics are more frequent than their updates.

Keep up the good work :)

James Bryant 0 votes
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I really do hope Podio introduce more permission controls. I've read a number of times how Podio are about 'openness' - I don't even know what that means (by that I mean, it means nothing at all). It's typical 'tech' company spin that makes everyone initially say 'oooh' but actually doesn't deliver once you realise that you want to put your sensitive HR, Legal, Sales and other information into Podio. 

Everywhere on the Podio spaces I see people requesting more permission levers. Please Podio, listen to your audience.

Stuart Robb 1 vote
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Hey James and thanks for all your initiated feedback and kind words! I forgot saying thanks before, sorry about that :) 

Hey Stuart, what kind of permission controls are you suggesting? App level permissions? As said before in this thread, we don't want to make Podio complex, I think that would be a bad experience for the people using Podio. 

/Gustav - Podio

Gustav Jonsson 0 votes
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Hi Gustav,

Yes, app based permissions such as read/write etc per app would be great and perhaps further workspace permissions.

Also, I have seen some other people say that chat would be good for them. I agree and it would allow us to  use Podio exclusively for communication and drop Skype.

I think a well presented product that has complex features need not be a 'bad experience' if the functionality is presented well and available in a tree-like manner, i.e. 'advanced' functionality for those that wish to use it. Frankly, setting access permissions for users within an app isn't that complex nor should it be considered a negative. Clients (i.e. myself and others) who use your software will after adoption realise that there is further functionality that they want. As long as a reasonable percentage of your customers want it, there's good reason to add it - as long as you continue to be mindful of software bloat.

Regards,

 

Stuart

Stuart Robb 0 votes
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Hello,

 

we are recently start using Podio and seems to be a very powerful platform. We as a Small Business do not have many staff and much of the operation (aka Projects) and administrative work is done by the same six to ten people.

It is pretty acceptable (and fun, I have to say) using that apps and packs for doing tasks like HR, Sales Mgmt or Testing Software, unfortunately, granular permissions is a MUST HAVE for apps and fields into apps.  I agree with @Stuart, that level of functionality does not imply a bad user experience if it is well delivered.

We are having at this time a problem with this and Workflows to, for example, handle Bugs Life Cycle. Once a bug is created and assigned, we don't know how to enforce the proper state transitions of the bugs, and restrict field modifications by other roles (assigned developer is able to edit all bug's fields and to set  the bug state to any without a validation).

Are we missing something? Or that kind of "control" cannot be achieved at this moment.

Great App by the way and impressive app market too.

Javier 

Javier Nunez 0 votes
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How about the ability to specify if a particular field is viewable/editable? For example, I have a Project app with a record for each individual project I'm working on. Each record holds information about that project like the code, associated contacts, deliverables, and total $. I can assign individual projects to designers without giving them access to the entire app (that's great!), but I don't want them to see how much I am charging my client for the project, or what the real deadline is. 

Right now I think the only solution would be to create an "Assignments" app that holds limited information about the project; only information designers need to know to work on a project, and reference the main project record. This isn't perfect since I'd have duplicate data entry. 

The best solution would be the option to keep certain fields hidden. I, along with the project managers, can then use the regular Project app I built to keep all of the project info in one place, and have the designers look up the appropriate info. This avoids me having to first create a duplicate entry, then update the duplicate entry every time something changes in the original entry.

Davvi Chrzastek 0 votes
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Hi Gustav,

The new sharing features are great, and really help with engaging clients outside of the workspace, however the original question still raised an important issue of restricting who inside the workspace can see app and item details. While Podio is great for breaking down department walls and opening collaboration, there still are sensitive projects that demand restricted access. Unfortunately, for now, Podio makes that difficult.

Eron Lloyd 0 votes
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Asana now has something satisfactory enough: the ability to make projects "Private" to specific team members. This could be done by expanding Podio's current sharing settings to enable a private mode and specify what workspace members can access it.

Eron Lloyd 1 vote
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Hey Eron, I see your point and I think your solution is fairly simple. I'll add it to the feedback that we already have! 

/Gustav - Podio

Gustav Jonsson 0 votes
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Hi Podio,

I think providing permission controls on apps and app items is a killer feature that would help drive revenue up for Podio.

Right now some folks make do with the individual item sharing feature that results in the proliferation of free user accounts. If you could provide permission controls on items inside apps, companies will have fewer hold-ups converting those free users to paid and setting the costs of developing it aside, that's more $$$ for Podio.

Michael Trachtman 0 votes
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I agree with Stuart's comments.

Implementing more restrictive access capabilities doesn't have to preclude a less comprehensive approach. Company policies governing access to Applications, functions and specific data should be flexible, based on a set of configurable user preferences. For example:

  • By default all functions open to all users with no application security enabled (one man show)
  • Administrator flag identifies super users with access to permission flags
  • Public Flag restricts functions closed to external users (customers)
  • Roles Flag restricts functions closed to specific internal roles (say HR vs. Marketing)
  • Users Flag restricts functions closed to specific internal users
  • Clients Flag identifies functions accessing client specific information - restricts data to the corresponding signed in client

A company could choose to to implement any combination of these preferences to tailor the system to their organizational requirements

Felton Frantz 0 votes
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Is it possible righ now in Podio to setup an app like "Only read" ? For examples I want that some user can access to my Candidates' app but I want that he only can see the profiles but not to add another profiles.

 

And Is it possible to avoid that some user can edit the app? My collegues aren't very techies and he could erroneously deconfigure app and I just want that he only add new candidates.

Thanks for any response.

Administrador Datanova 0 votes
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Hi Podio team,

2 bigs features that I miss are:

  • App level permissions

  • Read-Only member role

Still hope to see that in the product one day.

Thomas Hulard 0 votes
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Hi Podios,

I agree with Thomas here. We have some projects that would benefit from us bringing in our customers into Podio. As it is at the moment that would mean that they get full permission to edit everything on that Item and that's troublesome to say the least. With permission settings within an item, we could let the customers edit only select fields and to comment without breaking anything.

Jonas Lundström 0 votes
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so disappointing.  If I can't have user roles per app at LEAST, then I need the ability to share specific info between workspaces, so I can keep folks out of certain things.  I've got too much info to manage to have that many different workspaces.  i think you guys should consider something, anything, to give that.  This is one of the better UI/UX PM softwares I've played with.  I've got to give it up for lack of user roles.  

Kimberly Lipari 0 votes
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Hi Podios

I'm testing Podio and really like it. However missing app level permissions are a deal breaker... Will this feature be provided?

Best, Simon

Simon Wüthrich 0 votes
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Hey Simon

Happy to hear :) No plans at this point but might come in the future. It helps to hear your use-cases and feedback so please keep it coming.

//Sara - Podio

Sara Høeg Højlund-Rasmussen -1 votes
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Sara...appreciate you keeping in touch here. But...really...no plans?? Really?

Okay, so why not? What would it cost to build?

The awesome collaborative feature set in Podio leads to demand for workflow, and workflow needs permissioning to cover a practical range of use cases.

Podio is great, no doubt...now let's go for EXCELLENT and make you some money too! Create some kind of premium pricing tier (say 25% more per user) to enable this feature and I suspect your investment would pay off in a couple of months.

Happy to participate as a beta user if you'll have me.

Can I get some +1s from my fellow Podioers????

Michael Trachtman 0 votes