We've have made important changes to how access is managed for plans and schedules. In the past, access was controlled using table-based permissions (using org unit roles) along with access granted at an individual plan level. While this approach worked, it was also cumbersome. The table-based access was very broad, making it difficult for users to keep track of who had access to which elements.

Now, we've streamlined the access model by moving to a sharing model for plans. This means you can share plans directly with individuals or based on organizational unit roles. Essentially, plan owners can decide who has access in a much more intuitive way—by sharing it with specific people or organizational units directly within the plan settings. This makes things clearer and far easier to manage.

However, this change also means that access rights have been reset in many cases. If you were someone who had broad access under the old table-based system, you may find that you no longer have access to the same plans as before. To avoid disruptions, we’re asking all plan owners to verify the "Project Settings" of their plans, specifically within the "Sharing" tab, to make sure that the correct individuals or roles are still granted access.

There key benefit with this model is that scope plans and schedules gets easier to manage and track, and ensures everyone has the appropriate level of access. That being said, this transition might create some temporary frustrations or require additional work for plan owners to update permissions properly.

An important note: once someone gains access to a plan, they automatically get access to all Workflows and Activities that fall under that plan. This includes workflows, meetings, and activities—even meetings that are marked as "restricted to participants." This simplifies permissions within a plan and ensures everyone with access to the plan has a complete view.

To share a plan, you can go to the "Project Settings" dialog within the plan and navigate to the "Sharing" tab. Here, you can specify who gets access—either by adding individuals directly or by selecting roles tied to organizational units. This flexibility allows you to easily adjust permissions based on your team's structure or specific needs, making collaboration much more seamless.

For example, you can share a plan with a risk manager from the ACAD org unit, or with named individuals who need specific rights, as shown in the image above. You also have control over whether their access is read-only or full admin rights, making it adaptable depending on their role in the project.

We believe that this new way of managing access will ultimately benefit everyone involved. It reduces complexity and puts control firmly in the hands of those managing the plans. While change is never without challenges, these improvements are all about making the system more straightforward and effective.

We recommend that plan owners take some time to review their current plans and update sharing settings as needed.