How do I choose who sees each project (Assignment)?

In an office with several teams, not every engineer needs to see every project. Assignment lets each employee see only their own department's projects and the ones shown to them, while management and the roles the company chooses keep seeing every project.

When this feature applies

• Assignment is not switched on automatically; it is enabled for each company separately, on request to the support team.
• When it is enabled, the company chooses which roles always see every project, such as the accountant and the project managers, in addition to the management roles.
• Before it is enabled, everyone whose role has View Projects sees all projects, and the Assignment button does not appear.

Who sees a project once it is enabled

1. Roles that have «View all projects»: they always see every project; assignment does not affect them.
2. Members of the project's current department, including the department manager: they see it automatically.
3. Members of the department the project is being handed to: they see it while the handoff is pending, so they can review it and then confirm or reject it.
4. Anyone the project is shown to with the switch on the Assignment page, whether from another department or from outside any department.
5. The project's creator: added automatically, so they see the project they created whatever department it was placed in.
6. Members of the previous department: when the project moves to another department, the members of the department it left keep seeing it; they appear on the Assignment page with their switch on, and it can be turned off.

An explicit hide always wins: if the project is hidden from an employee with the switch, they do not see it even if they belong to the project's department or to the department it is being handed to. The only exception is the roles with «View all projects».

What applies to the project applies to its data as well: invoices, drawings, RFIs, non-conformance reports, site visits, expenses, sub-consultants, the dashboard and the reports. An employee only sees the records of the projects they can see.

Steps

1. Open the project from Engineering Consultancy → Projects and press the Assignment button at the top of the page. The number on the button is how many people see the project now.
2. The first line on the page names the Project department and reminds you that its members see the project automatically. The second line gives the number of locked switches: those of management and of anyone who sees every project through their role, which cannot be changed.
3. The table lists each employee once: the Sees the project switch, the employee's name and email, their Role in each department (Member or Department Manager), the Departments they belong to with the project's department highlighted, and Notes explaining why they see the project.
4. Search for an employee by name or email, or pick a department from the All departments list to show its members only.
5. Change the switch for each employee, or press Show all listed or Hide all listed to change every row still visible after searching or filtering in one go; locked switches do not change. The counter above the table shows how many people see the project out of the total.
6. Press Save. The message Assignment saved. appears and you return to the same list, with the search and department you had chosen.

What the notes in the table mean

• Sees all projects: their role has «View all projects», and their switch is locked.
• Automatic: project department: they see it because they belong to the project's current department.
• Automatic: pending handoff to their department: they see it because the project is on its way to their department and awaits confirmation.
• Their role lacks «View projects»: the switch alone is not enough; add that permission to their role on the Roles screen so they can open projects at all.

The «Awaiting your confirmation» badge

When a project is being handed to a department you belong to, the badge Awaiting your confirmation appears next to its name in the projects list. Click it to go straight to the project's Department Handoffs tab, which shows a timeline of the project's path between departments, newest first: the current department marked Now, the pending request marked Awaiting confirmation with the Confirm Handoff and Reject Handoff buttons for those allowed to manage handoffs, who handed the project over and who confirmed it, and any refused requests.

Notes

• The Assignment page is available to roles with the Assign projects permission. When the feature is enabled it is given to management and to whoever manages department members, and it can be added to any role on the Roles screen.
• Saving records only the switches you changed. Anyone whose switch you did not touch stays automatic, so if the project moves to another department, their state follows it.
• If you hide the project from yourself, the system asks you to confirm, and after saving you return to the projects list because you no longer see it.
• The list includes active employees who belong to a department, and anyone with Engineering Consultancy permissions even if they are in no department, such as the accountant or a site engineer.
• Right after the feature is enabled, an employee who belongs to no department sees no project until one is shown to them, so review how the team is spread across departments before enabling it.
• When assigning an RFI to an employee who cannot see the project: if you have «Assign projects», the project is opened for them automatically; otherwise the Assigned To list shows only the people who already see the project.
• Every save that changes the assignment is recorded in the Activity Log under the name of the person who made it.