Display table of contents PPP Scheduler Changes > Auto-sharing Projects with Assigned Team Members

Overview

When a project team member is added to a project, the system automatically shares the project with them so they can see and interact with it in the Scheduler. When an action item is assigned to someone, the system automatically shares that action item with write access so they can update it.

 

The Two Sharing Mechanisms

1. Project Sharing — Access Teams

How it works step-by-step:

1.A project team member is added, edited, or removed.

2.The plugin looks up the project and finds (or creates) an Access Team named Team Member [Project Name] linked to that project.

3.The Access Team is granted Read + Append + AppendTo rights on the project record.

4.The plugin queries all project team members whose permission is Contribute (not None), resolves them to system users, and syncs the Access Team membership:

▪New members are added.

▪Removed members are dropped.

▪Members who changed to "None" are dropped.

5.Result: the Access Team acts as a live, always-synced group. Any user in the team inherits the project permissions.

 

2. Action Item Sharing — Direct User Share

How it works step-by-step:

1.An action item is created with an Assigned To user — that user is granted Write access so they can edit the action.

2.If the action is reassigned to someone else:

▪The new assignee gets Read + Write + Append + AppendTo.

▪The previous assignee has their access revoked (unless they're the record owner - owners always have access).

3.No Access Team is involved; sharing is directly to the user.

 

What This Replaces

A Custom Workflow Action (CWA) previously handled project sharing in a more manual way. This new plugin-based approach replaces it entirely:

 

Checklist

▪Existing data: Automatically migrated to Contribute on next deployment - no manual action needed.

▪Action items: Assigned users can now edit their actions without manual sharing. Reassigning automatically transfers access.

▪Old CWA: Can be deactivated once this is deployed (the plugins replace its functionality).