Under Admin → User→ Permissions, you can configure permissions by group using the various action buttons provided. The buttons are explained as follows:

• View Management: Define which views the group can see and access.
• Permission Management: Configure specific actions and operations members in the group are allowed to perform across ZenTao.
• Member Management: Manage members of the permission group.
• Edit Group: Modify the group’s name and description.
• Copy Group: Copy the permissions and users from an existing group to quickly create a new one with similar access.
• Delete Group: Remove the permission group.

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1. View Management

Click the View Management button of a permission group, such as Product, to configure its accessible views.

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1.1 Accessible Views

“Views” refer to the different sections within ZenTao that can be displayed and accessed by users. By default, all views are visible.

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If a view such as Test is unchecked in the Accessible Views list, members of the Product group will no longer have access to the Test view. After logging in, these users will not see the Test section in the left navigation panel.

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When configuring access to specific programs or projects, ensure that group members also have the necessary permissions to access those items.

1.2 Accessible Programs, Products, Projects, and Executions

In Accessible Products, for example, if you select only Multi-branch Product 1, members of that permission group will be able to access only that product. If you select none, the group will have access to all products.

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The same logic applies when setting up access for Programs, Projects, and Executions.

Note: When “Empty means no access restriction,” access will follow the permissions set at the product, program, project, and execution levels.

2. Permission Management

Go to Admin → User → Permission, then click Assign Permissions.

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2.1 Assigning Permissions

The Assign Permissions page allows detailed configuration of ZenTao modules and actions. For example, if the Add To-do permission is unchecked, members of that group will not be able to add to-dos within the system.

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You can filter specific modules using the search tags, or switch to Permission Package View (top right corner) to enable or disable an entire set of permissions at once.

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2.2 Dependent Permissions

Some permissions rely on other related permissions to function properly. If these dependent permissions are not enabled, related features may not work as expected.

For example, when enabling product-related permissions, if Product List, Overview, Dashboard, Export Template, and Story List are not enabled, the dependent permission section will provide a prompt showing the missing dependencies.

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2.3 Recommended Permissions

Sanplex provides recommended permissions, which are suggested by the system based on the permissions already granted. Enabling these ensures a more complete permission setup and helps prevent missing access.

For example, when granting some product-related permissions, the Recommended Permissions panel will list additional permissions relevant to the selected items for you to consider adding.

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3. Permission Descriptions

3.1 Restricted User Group

The Restricted User group is designed to limit the actions of certain users in ZenTao.

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Note:

• Users in this group can only edit items related to themselves—such as stories, tasks, and bugs—but cannot create new ones.
• “Related to themselves” includes items that are assigned to, completed by, canceled by, closed by, or last edited by the user. It does not include items they are only copied on.
• If a user is newly placed into the Restricted User group, they still retain operation permissions on tasks, bugs, and requirements they previously created.
• This group is suitable for new employees to avoid unintended changes before they are familiar with internal workflows.
• The Restricted User Group in Admin → User → Permission → Restricted User applies system-wide.
• Setting a restricted user at Project → Team → Team Management applies only to that specific project.
• Setting it at Project → Sprint/Phase→ Team → Team Management applies only to that particular sprint or phase.

3.2 Product, Program, Project, and Execution Permissions

Product Access Control

• Public: Users with product view permissions can access.
• Private: Accessible to the product owner, program stakeholders, and related project team members.
• Whitelist: Specific users granted access.

Top-level Program Access Control

• Public: Users with program view permissions can access.
• Private: Accessible to the program owner and stakeholders.

Sub-program Access Control

• Fully public: All users with program view permissions can access.
• Public within program: Accessible to all higher-level program owners and stakeholders, and the sub-program’s own team.
• Private: Accessible only to the sub-program's owner and stakeholders.

Independent Project Access Control

Permission Control:

• Inherit (combines project and organization permissions)
• Redefine (project-defined permissions only)

Access Control:

• Public (users with project view permissions can access)
• Private (accessible to project team members and stakeholders)

Program-bound Project Access Control

Permission Control:

• Inherit (combines project and organization permissions)
• Redefine (project-defined permissions only)

Access Control:

• Fully public: All users with project view permissions can access.
• Public within program: Accessible to upper-level program owners and members of the project team.
• Private: Accessible to the project team and its stakeholders.

Execution Access Control

• Inherit from project access: users with access to the project can access the execution
• Private: accessible to execution team members, project manager, and stakeholders

4. Guest Permission Group

ZenTao supports anonymous access, allowing external users such as customers or other company staff to view project progress without logging in.

To enable this feature:

Go to Organization → Company and set Anonymous Login to Enabled.

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In the Permissions list, assign users who are allowed anonymous access to the guest group.

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5. Project Administrator Permission Group

The Project Administrator permission group is designed to simplify granting management permissions to executives or key personnel in bulk, without adjusting each object individually.

Once a user is set as a project administrator, they can both access and manage the following objects:

• Programs
• Products
• Projects
• Executions

You can choose specific objects to manage or select All to grant management permissions for all objects across the system.

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