Set up permissions

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In InLoox PM Web App, you can configure finely structured and freely definable permissions. So, you can clearly define responsibilities and make sure that only authorized users gain access to sensitive data.

You can set permissions in the InLoox PM options.

InLoox PM Web App is delivered without permissions being set. So, every user can see and change all permissions. This might be a security risk.

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Overview of role and account-based security architecture

In InLoox PM Web App, you can select role-based and user-based permissions.

Role permissions are defined according to the function carried out by each person involved in the project, be it as project manager, team member, customer, partner or any other activity. InLoox PM Web App then assigns the correct permission to each person assuming a given role.

User account oriented permissions apply to all projects. This allows, for example, company management to look at all current and concluded projects, whereas practical responsibility remains in the hands of the project manager and team.

User account oriented permissions require a Windows Server with Active Directory or InLoox PM contacts. Role permissions additionally require Exchange Server.

To open the permissions please follow these steps:

  1. Open the InLoox PM Options.
    For more information on how to open the InLoox PM options, please see Open the InLoox PM options.
  2. Click Permissions in the navigation pane. On the right side, you see the Permissions section.

Permission Mode


User-based permissions

  • Permissions based on Windows and InLoox user accounts. Active directory accounts (in domain mode) and local Windows and InLoox user accounts (in workgroup mode) are supported.
  • Apply across all projects and on the entire database.
  • Apply across all projects and on the entire database.
    InLoox PM Web App does not support Windows groups at this time.

Role-based permissions

  • Users acquire permissions by assuming a role in a project. Project members are all persons who are listed in the project on the Management page as "In Charge".
  • Possible roles: Project manager, Team member, Customer, Partner, Other.
  • Microsoft Exchange Server or InLoox PM contacts are required.
    Persons are identified by their Windows or InLoox Security Identifier, or SID, and the Windows X400 address, or Exchange address. Persons with the same X400 address have the same role-based permissions in InLoox PM Web App. If this is not what you want, please deactivate the role-based permissions entirely by removing all permissions for all roles.


InLoox PM Web App combines role-based and user-based permissions. The permission records of both modes are added. The example below illustrates a common configuration:

  • The role "team" may "read projects " and "read budgets".
    All other roles are ignored for the sake of clarity.
  • The user account "Gordon Newman" is authorized to "edit projects " and "edit budgets".
    For more information about permissions, see  List of permissions.
  • "Gordon Newman" is part of the "team" in the project "Product Development"
  • There are three other projects in which "Gordon Newman" is not involved and therefore does not have the role "team"

 Consequently, these permissions apply to Gordon Newman:

  • He may read and edit the project "Product Development". He may also read and edit budgets in this project. Gordon Newman has these permissions in all projects in which he is in the team role.
  • "Gordon Newman" cannot see any projects in which he is not a team member. He does not have the permission to "read projects", which is a prerequisite for all other permissions. Thus, Gordon Newman has no permissions for any other projects.

The following permissions apply to all other team members involved in the project "Product Development":

  • They may read the project "Product Development" and read, but not edit budgets. They do not have the permission record of the account "Gordon Newman".
  • Persons who are team members in other projects than "Product Development" can see, in contrast to Gordon Newman, a number of projects, but may not edit any of them.

InLoox PM permissions are very flexible and allow a wide variety of scenarios to be covered without high administration effort.

If you have questions on the assignment of permissions, we will be pleased to help.

Our contact information can be found under Contact on the InLoox web site.

Set user-based permissions

Working with InLoox PM Web App you can assign the permissions for both contacts InLoox PM and Outlook as the web client uses the same data base as InLoox PM for Outlook. InLoox PM Web App supports also both authentication types Windows and InLoox PM. InLoox now! displays only InLoox PM contacts and provides only InLoox PM authentication.

Set user-based permissions:

Set role-based permissions

Please follow these steps to set role-based permissions:  

  Role-based permissions are only active if there is at least one user-based administrator permission.

  1. In the Options dialog box, in the Role based Permissions section, click Edit to change the selected role based permission.
  2. Select the permissions for the role from the Permissions list, in the Additional dialog box. Use the Select all or Remove all (to remove all permissions) commands.
    For more information about permissions, see List of permissions.
  3. Click OK.