# User problem

### User

* Project manager
* Team lead
* Project member
* Customer
* Supplier

### User problem and their pain

<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><thead class="op-uc-table--head"><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Problem: What problem or job does the user have?</p></th><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Pain: What is the primary workaround that users perform that we could remove or replace? Why is it painful?</p></th></tr></thead><tbody><tr class="op-uc-table--row"><td class="op-uc-table--cell"><p class="op-uc-p">Users don't have access to the work packages that they need for the project team to work efficiently.</p></td><td class="op-uc-table--cell"><p class="op-uc-p">The communication is done by email or chat. There is no single source of truth anymore.</p></td></tr><tr class="op-uc-table--row"><td class="op-uc-table--cell"><p class="op-uc-p">Users have access to confidential data that they should not know.&nbsp;</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Adding too many users to a project violates the need-to-know-principle. People then don't put relevant information into the work packages because they are afraid this might leak to the wrong users.&nbsp;</p></td></tr></tbody></table></figure>

### Impact

* It removes the need to duplicate information. It increases transparency and avoids extra effort and chaos.

# User flow

This user flow is available in the [Figma file](https://www.figma.com/file/PlN4AmkwHNabNiT1Z7nZAA/Share-Work-Packages?node-id=53%3A7841) where the linked mockups are also clickable.

<img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/51966/content">

# Solution and acceptance criteria

### Entry points

* In the toolbar of a work package full screen there is button that open a share modal. (Visual: [_0\_0\_00 -  Full screen - Share button_](https://community.openproject.org/api/v3/attachments/51967/content)).
* This can also be triggered using the share button in the action bar of the work package split screen view (Visual: [_1\_0\_00 - Split\_screen - Share button_](https://community.openproject.org/api/v3/attachments/51971/content)).
* There is a possibility that the user doesn&#39;t have permissions to share this work package. If that&#39;s the case an error toast will appear on top of the screen when the entry point button is clicked. (Visual: [_0\_1\_00 - Full\_screen - No share permissions_](https://community.openproject.org/api/v3/attachments/51983/content)).

### Share modal

* The action opens a modal in the center of the screen with the following information:
* **Modal title:** &quot;\[Share icon\] + Share + \[Work package type\] + \[#ID\]&quot;.
* **User search area:** Search field (for users and emails) with the default text _&quot;Name, group or email address&quot;_ + Permissions dropdown with _&quot;View&quot;_ by default + Add button (this button performs the call to the backend therefore there is no confirmation action on the modal action Begin of the insertionbar).End of the insertion Begin of the deletion bar)End of the deletion
* Begin of the insertionPossibleEnd of the insertion Begin of the deletion **\[open\]** Is it possible to select project members to share with? This might be helpful if theEnd of the deletion user Begin of the insertionand permissions cases listed bellow.End of the insertion Begin of the deletion should be generally allowed to see all work packages but only edit a selected few.End of the deletion
* **Users list:** list of users that the work package is shared with in the format &quot;\[Avatar\] + Name or email&quot;. There is multiple possibilities here:
* **Existing user (not in the project):** user known by the instance with an avatar associated but not inside the project and therefore doesn&#39;t have a project role associated.
* **Existing user (in the project):** user known in the instance with an avatar associated that is already member of the project where this work package resides. The project role overrides the share permissions and is shown next to the name.
* Begin of the insertionNotEnd of the insertion Begin of the deletion **\[open\]** Does that mean thatEnd of the deletion all project members are Begin of the insertionlisted,End of the insertion Begin of the deletion listed in the &#39;Users list&#39;? Or would that listEnd of the deletion only Begin of the insertiontheEnd of the insertion Begin of the deletion containEnd of the deletion users Begin of the insertionwhich the work package has proactively been shared with.
* The permissions system forEnd of the insertion this Begin of the insertionusers is not an EXCLUDE system but rather an ADD system. For example:
1. TheEnd of the insertion work package is shared Begin of the insertiontoEnd of the insertion Begin of the deletion with? AsEnd of the deletion a Begin of the deletion concrete example, would aEnd of the deletion user Begin of the insertionwith project &quot;reader&quot; role with permissions &quot;comment&quot;. This user will now have allEnd of the insertion the Begin of the insertionpermissions for &quot;reader&quot; and for thisEnd of the insertion work package Begin of the insertion&quot;comment&quot; permissions.
2. The work packageEnd of the insertion is shared Begin of the insertiontoEnd of the insertion Begin of the deletion with who is alsoEnd of the deletion a Begin of the insertionuserEnd of the insertion Begin of the deletion member be listedEnd of the deletion with Begin of the deletion the role granted? If allEnd of the deletion project Begin of the insertion&quot;admin&quot;End of the insertion Begin of the deletion members are listed, the list would become quite long.
* **\[open\]** Does the projectEnd of the deletion role Begin of the insertionwithEnd of the insertion Begin of the deletion also override theEnd of the deletion permissions Begin of the insertion&quot;view&quot;. ThisEnd of the insertion Begin of the deletion granted. E.g. aEnd of the deletion user Begin of the insertionwill stillEnd of the insertion Begin of the deletion might onlyEnd of the deletion have Begin of the insertionallEnd of the insertion the Begin of the insertionpermissionsEnd of the insertion Begin of the deletion permission to see work packages by their member role but is granted edit permissionEnd of the deletion on Begin of the insertionthisEnd of the insertion Begin of the deletion theEnd of the deletion work Begin of the insertionpackage becauseEnd of the insertion Begin of the deletion package. What would beEnd of the deletion the Begin of the insertion&quot;view&quot; are adding permissions thatEnd of the insertion Begin of the deletion resulting permissionEnd of the deletion the user Begin of the insertionalready have due to being &quot;admin&quot;.End of the insertion Begin of the deletion has on the work package?End of the deletion
* **Locked user:** the user will be displayed with a lock icon instead of an avatar. _(to be designed)_
* **Existing group:** group of users known in the instance with an avatar associated. The users of this group are not individually added or displayed in the list.
* Begin of the insertionIfEnd of the insertion Begin of the deletion **\[clarification\]** ifEnd of the deletion a user Begin of the insertionis both inEnd of the insertion Begin of the deletion part ofEnd of the deletion a Begin of the deletion role alreadyEnd of the deletion shared Begin of the insertiongroup andEnd of the insertion Begin of the deletion with is granted anEnd of the deletion individual Begin of the insertionshared, both the group and theEnd of the insertion Begin of the deletion sharing, will thatEnd of the deletion user Begin of the insertionwillEnd of the insertion be Begin of the insertionlisted and the individual permission will override the group one.End of the insertion Begin of the deletion listed?End of the deletion
* **New user (email address):** user not known by the instance and shared via the email address that displayed in the list. In case the user hasn&#39;t accepted the invitation email there is a &quot;Resend invitation&quot; link next to the email address. As the user is external a &quot;email&quot; avatar is displayed Begin of the deletion
* **\[open\]** The list might become quite long if the work package is shared with a lot of users, e.g. for a milestone central to the whole company. What are the means to find a user the work package is shared with in order to revoke that sharing.End of the deletion
* **Action bar:** The modal action bar containing a single button to &quot;Close&quot; the modal.
* In the share modal the user should be able to:
1. Add an existing user with a specific permission
2. Add an existing group with a specific permission
3. Invite a new user with a specific permission via email address
4. Understand the invitation status
5. Modify the permissions related to already invited users
6. Revoke invitations and remove access to the work package Begin of the deletion
1. **\[open\]** will the user, whose invitation is revoked, still be able to log into the application? Denying this would require the revoking user to have the permission to delete users.End of the deletion
7. Resend email invitations for users who hasn&#39;t accepted yet the invitation
* The modal UI cases are specified in the visuals and the user flow have mockups linked in the [Figma Begin of the insertionfile](https://www.figma.com/file/PlN4AmkwHNabNiT1Z7nZAA/Share-Work-Packages?node-id=53%3A7841).End of the insertion Begin of the deletion file](https://www.figma.com/file/PlN4AmkwHNabNiT1Z7nZAA/Share-Work-Packages?node-id=53%3A7841) (General visual: [_2\_4\_00 - Share modal - With all cases_](https://community.openproject.org/api/v3/attachments/51991/content)).End of the deletion
* If the user tries to share the work package with a user that has been already shared with:
* Already shared with a existing user or group (Visual: [2\_2\_03 - Share modal - User error](https://community.openproject.org/api/v3/attachments/51976/content))
* Already shared with a new user via email address (Visual: [2\_1\_04 - Share modal - Email sharing error](https://community.openproject.org/api/v3/attachments/51987/content))
* If a **New user** or a **Existing user (not in the project)** is added afterwards to the project as member their status in all the shared work packages will be updated with their role in the project.
* If the work package is shared with an **Existing user** who is inside of a **Group** already in the list of shared users, the individual permissions set will always override the group permissions.
* Placeholder users are not selectable for sharing work packages.

### Invite Email/Notification

* **For existing users:**
* An email is sent to the user (using their email address) that has been invited to the work package with the information of who has shared the work package with him/her/they, which is the role and permissions that they have and the basic information of the work package (Visual: [_3\_1\_00 - Shared user - Existing user_](https://community.openproject.org/api/v3/attachments/51982/content)).
* In case the invitation is to a group, all group members will receive an email with the information saying that that they have been invited as part of a group (Visual: [_3\_2\_00 - Shared user - Group_](https://community.openproject.org/api/v3/attachments/51981/content)).
* In addition to the email, the user will receive a notification in their notification centre for each work package they have been added to. This should also trigger an activity entry. _(to be designed)_
* **For new users:**
* Newly invited users receive an email with a access-token that allows the user to create a user account following the steps specified in [#46285](https://community.openproject.org/work_packages/46285).
* The invited user creates a user account with a password, name and surname. This allows the user to access all work packages that are shared with this user. It also allows the user to change its notification settings.

### Filter &quot;Share with user&quot;

* In order to filter the work packages inside and outside of a specific project depending on their share status a new filter type should be created (Visual: [4\_0\_00 - Shared with users filter](https://community.openproject.org/api/v3/attachments/51992/content)).
* This filter is part of the common filters and has the name &quot;Share with user&quot;. This will contain four different options:
* Is
* Is not
* Any
* None
* This filter will be added as a default view in the global work packages module (outside of any project). This case is specified bellow. Begin of the deletion
* **\[open\]** Should every user be able to see this column? For watchers, there is a specific permission.End of the deletion

### Trigger notifications

* Shared users as they have a linked account can be mentioned and added as watchers.
* Shared users should be able to receive relevant notifications in their notification centre when mentioned or there is changes in work packages they are watching. Begin of the insertion
End of the insertion Begin of the deletion
End of the deletion * Begin of the insertionAEnd of the insertion Begin of the deletion **\[open\]** Does this entail anyEnd of the deletion rework on the notification Begin of the insertionsettings will be needed dueEnd of the insertion Begin of the deletion settings, e.g. on the per project settings? This might necessitate the project of shared with work packagesEnd of the deletion to Begin of the insertionthis. There willEnd of the insertion be Begin of the insertiona new &quot;Participating&quot; notification role with &quot;Shared with&quot;. _(to be designed)_End of the insertion Begin of the deletion included in the project list so that the user can choose the project for individual settings.End of the deletion

### Global access to shared work packages

* Begin of the insertionTheEnd of the insertion Begin of the deletion Inside of theEnd of the deletion global Begin of the insertionindex pages forEnd of the insertion work packages Begin of the insertionwill lookEnd of the insertion Begin of the deletion module (outside of any project) there is two new menu entries:
* **Shared with me:** A default view withEnd of the deletion the Begin of the insertionsameEnd of the insertion Begin of the deletion filter &quot;Shared with&quot; with a value of &quot;is&quot; and the user addedEnd of the deletion as the Begin of the insertioncurrent implementation.End of the insertion Begin of the deletion unique filter value. (Visual: [_5\_1\_00 - Shared with me_](https://community.openproject.org/api/v3/attachments/51995/content))
* **Shared with users:** A default view with the filter &quot;Shared with&quot; in the value &quot;any&quot;. (Visual: [_5\_1\_01 - Shared with users_](https://community.openproject.org/api/v3/attachments/51997/content))End of the deletion
* Begin of the deletion For users that only have access to single work packages because they are not invited to any project in the instance the view in the global work packages module will be limited to (Visual: [_5\_0\_00 - Shared with me - New user_](https://community.openproject.org/api/v3/attachments/51994/content)):
* Access only to the menu entry &quot;Shared with me&quot;
* **\[open\]** Implementation of this feature will require considerable effort. Having the full list of default views will not reveal any information.
* They will have access only to the information related to the work packages they have been invited to.
* Inside of the table view the columns will be:
* ID
* Subject
* Type
* Assignee
* Shared with
* Project
* They should be able to group and filter the work packages that are shard with them.
* They will not be able to access the project views, other users, other work packages lists or any other page not related to the work packages shared with them.
* End of the deletion The shared users will be able to see the name of the project of the work packages Begin of the insertionshared in the project drop downs and selections.End of the insertion Begin of the deletion shared.End of the deletion In case this are inside of a sub-project, they Begin of the insertionwill onlyEnd of the insertion Begin of the deletion canEnd of the deletion see the Begin of the insertionsub-project (current implementation if a user is full memberEnd of the insertion Begin of the deletion complete hierarchy of parent project and sub-project.
* **\[open\]** Does this include the project showing upEnd of the deletion in Begin of the insertiona sub-project).End of the insertion Begin of the deletion all project select dropdowns?End of the deletion
* Begin of the insertionTheEnd of the insertion Begin of the deletion **\[open\]** This will mean that theEnd of the deletion user can then access the project but within it would only find the work package module enabled with the work packages shared Begin of the insertionlisted.End of the insertion Begin of the deletion listed, correct?
* **\[open\]** Displaying the full hierarchy in case of a work package shared in a sub project will be quite complicated. We also don&#39;t do this currently if a user is full member in a sub-project.End of the deletion

### Work package table column &quot;Shared with user&quot;

* Showing the first user that has been shared Begin of the insertionwith.End of the insertion Begin of the deletion withEnd of the deletion
* Begin of the insertionAs an exception of the current implementation thisEnd of the insertion Begin of the deletion **\[open\]** ThisEnd of the deletion requires a user with whom a work package is shared to be able to see potentially all other members of the project. Currently, the application limits the users viewable to only those the user for which is queried is in the same project with.
* Indicate with a badge if there are more than one user shared
* Clicking on the cell opens the share modal
* No sorting or grouping for this column

### Begin of the deletion Members administration page

* When a user is fully removed from an instance, in the confirmation modal should include the information that all work packages shares will be also eliminated.
* **\[open\]** Does this statement reference the user administration page or the member administration page? It would make sense to state, upon removal of a membership, that the user still has individual work packages shared with them, if that is the case.

###End of the deletion Copying a project

* Copying a project will copy the shares of its work packages.
* Begin of the insertionThis will triggerEnd of the insertion Begin of the deletion **\[open\]** WillEnd of the deletion notifications Begin of the deletion be sentEnd of the deletion for the shares that are copied if the user copying has Begin of the deletion checkedEnd of the deletion the Begin of the insertionnotification setting activated.End of the insertion Begin of the deletion &quot;Sent notifications&quot; checkbox? Assumption is that this should be the case.End of the deletion

### Permissions

* There is an additional setting that activates the sharing with external guest users. So organisations can ensure that only users that are authenticated against the connected identity provider have access to OpenProject.
* Separate permissions are required for project roles to share work packages for both internal (**Existing user** or **Groups**) with project-external users (**New user**). Begin of the deletion
* **\[open\]** There is the risk of privilege escalation here. A user with only the permission to view work packages and share them should not have the permission to grant sharing on an edit level. So the permissions the user administrating the sharing should limit the sharing levels: Only a user having the `edit_work_packages` permission should be able to add edit-level sharings.
* **\[open\]** For sharing with new users, the user would also need the `create_user` permission, correct?End of the deletion
* There are three permission levels to share work packages with **New user, Groups** or **Existing users (not in the project)**
* Edit
* Comment
* View

<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><thead class="op-uc-table--head"><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p"><br data-cke-filler="true"></p></th><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Edit</p></th><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Comment</p></th><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">View</p></th></tr></thead><tbody><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Become assignee</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description"></span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description"></span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description"></span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Log time</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">View logged time</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">View own logged time</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">See version</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Assign versions</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Edit work package attributes</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Add comment</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Edit relations</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">View attachments</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Upload attachments</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Nextcloud links (if the user has NC account)</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description"></span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description"></span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description"></span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Manage watchers (add and delete)</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Watch work package</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">View watchers list</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Show GitHub content</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Export</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Change project</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description">&nbsp;</span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">See costs and budgets</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description"></span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description"></span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description"></span></label></li></ul></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Copy work package</p></th><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled" checked="checked"><span class="todo-list__label__description"></span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description"></span></label></li></ul></td><td class="op-uc-table--cell"><ul class="todo-list op-uc-list_task-list op-uc-list"><li class="op-uc-list--item"><label class="todo-list__label"><input type="checkbox" disabled="disabled"><span class="todo-list__label__description"></span></label></li></ul></td></tr></tbody></table></figure>

* Begin of the insertionTheEnd of the insertion Begin of the deletion **\[open\]** Should there be a limitation on changing the parent of the work package? Oftentimes, theEnd of the deletion users Begin of the insertionwith Edit permissionsEnd of the insertion will Begin of the deletion notEnd of the deletion be Begin of the insertionableEnd of the insertion Begin of the deletion allowedEnd of the deletion to Begin of the insertionchange and create relations (includingEnd of the insertion Begin of the deletion see theEnd of the deletion parent work Begin of the insertionpackages) but they will only see displayedEnd of the insertion Begin of the deletion package since that is not shared with them.
* **\[open\]** For a user able to edit, additional resources inEnd of the deletion the Begin of the insertionwork packages where they have access orEnd of the insertion Begin of the deletion project need to become visible:
* all member users
* all member groups
* all categories
* all versions in case there is a version custom field the user should be allowed toEnd of the deletion edit Begin of the insertionrights.End of the insertion
* Begin of the insertionCopyingEnd of the insertion Begin of the deletion **\[open\]** Will the shared with work package be available to createEnd of the deletion a Begin of the deletion relation with? Assumption - yes.
* **\[open\]** When copying aEnd of the deletion shared with work package, Begin of the insertionwill only be possible with Edit permissions. To avoid duplicatesEnd of the insertion Begin of the deletion what is the listEnd of the deletion of Begin of the deletion projects to copy to? At least when copying a singleEnd of the deletion work Begin of the insertionpackages, only copyEnd of the insertion Begin of the deletion package, there currently is no project selection. When copying in bulk, there is a project selection.
* **\[open\]** Should the &quot;Change project&quot; permission that needsEnd of the deletion to Begin of the insertionother projects willEnd of the insertion be Begin of the insertionavailable.End of the insertion Begin of the deletion added also become a permission assignable to members? If so, how would that permission distributed when seeding new instances and how is it introduced into existing instances?End of the deletion

# Visuals available in Figma

https://www.figma.com/file/PlN4AmkwHNabNiT1Z7nZAA/Share-Work-Packages?node-id=53%3A7841

#### NOTE: Non of the current UI is using Primer components. The designs are not definitive and need to be updated!

#### <img class="op-uc-image op-uc-image_inline">

# Out of scope

* Share work packages with other projects
* Private comments
* Additional permissions for work package attributes and custom fields
* Sharing work packages with the project hierarchy (e.g. milestones that are shared with sub-projects)
* Change of the auto completer for users
* Change of the behaviour of filter option and values. Currently the available filters and their values are determined by the project filtered in. This is an limitation that already exists for sub-projects or included projects.
* Access tokens for individual work packages so users don&#39;t need to create a user account.
* Boards: Not possible to have a column for shared with user on assignee board
* Team planner: Not possible to have a row for shared with user on team planner Begin of the insertion
* Inside of the global work packages module (outside of any project) there is two new menu entries:
* **Shared with me:** A default view with the filter &quot;Shared with&quot; with a value of &quot;is&quot; and the user added as the unique filter value.
* **Shared with users:** A default view with the filter &quot;Shared with&quot; in the value &quot;any&quot;.End of the insertion

# Open topics

### Naming

* Is share a good naming for this if users can access the work package without creating an account? Should we maybe use something like &quot;Invite&quot; or &quot;Manage access&quot;?

### Entry points

* Do we display the entry points (buttons) for share if the user doesn&#39;t have permissions.

### Capabilities of shared with user

* Confirm that shared users shouldn&#39;t be able to see Costs or Budgets

### Column in the work package table

* Is it a business requirement to have this column? Will it be really used?
* Assumption - showing shared to users in table is used sporadically
* Apply pattern used for related work packages to not decrease performance on all work package list requests
* Requires endpoint to get all shares based on filter Begin of the insertion
* Showing the first user that has been shared with means that users will have access to all the users that the work package is shared with, is there any data problem with this?
* Should every user be able to see this column? For watchers, there is a specific permission.

### Revoked users

Will revoked users (whose invitation is revoked) still be able to log into the application? Denying this would require the revoking user to have the permission to delete users.

### Members administration page

* When a user is fully removed from an instance (admin user level) do we want all its shared WP should be also revoked? Or they keep access to those WPs?
* When a user is only removed from a project (member level) can they can preserve the individual WP shared access?

### Permissions

* There is the risk of privilege escalation here. A user with only the permission to view work packages and share them should not have the permission to grant sharing on an edit level. So the permissions the user administrating the sharing should limit the sharing levels: Only a user having the `edit_work_packages` permission should be able to add edit-level sharing.
* For sharing with new users, the user would also need the `create_user` permission, correct?
* For the edit permissions, additional resources in the project need to become visible:
* all member users
* all member groups
* all categories
* all versions in case there is a version custom field the user should be allowed to edit
* Should the &quot;Change or copy to other project&quot; permission needs to be added also become a permission assignable to members? If so, how would that permission distributed when seeding new instances and how is it introduced into existing instances?End of the insertion