Allow or restrict file upload for guests

Written By Miro Flemke

Last updated 5 months ago

What is this about?

In Proyex, your clients (guests) can upload files directly to projects—for example, briefs, logos, or reference materials. As the project manager, you decide on three levels whether and where guests are allowed to upload files: across the team, per project, or even per task.

The three control levels

The setting works according to a inheritance principle: Each lower level can override the one above it.

1. Team level (default setting)

The team setting serves as the basis for all projects and tasks.

  1. Open your team’s portal settings.
  2. Enable or disable the "Allow file uploads for guests" option.

This setting is automatically applied to all projects and tasks unless otherwise specified there.

2. Project level (optional override)

You can specifically override the team setting for individual projects.

  1. Open the project settings.
  2. Check the box to override the team setting for this project.
  3. Then choose whether guests are allowed to upload files in this project or not.

If you do not enable the override, the team setting applies automatically.

3. Task Level (Optional Override)

You can also control the setting individually at the task level—which is useful if you want to allow or block uploads only for specific tasks.

  1. Open a task in edit mode.
  2. Click the upload icon in the toolbar.
  3. The icon cycles through three states with each click:
    • Gray — setting is inherited from the project or team
    • Colored (accent color) — Uploads allowed for guests
    • Red (strikethrough) — Uploads disabled for guests

How inheritance works

Proyex Checks permissions from the most specific to the most general level:

  1. Is a setting configured on the task? → This setting applies.
  2. If not: Is an override active on the project? → That applies.
  3. If not: The team setting is used.

Example: Your team generally allows guest uploads. For a confidential project, you disable uploads at the project level. However, you can still allow uploads for a single task within that project—for example, for a briefing that the client is supposed to provide.

What happens if a guest does not have upload permissions?

If a guest attempts to upload a file even though permission is disabled at one of the three levels, the upload is automatically blocked. The guest receives a corresponding error message.

Permissions

This setting can only be changed by team members:

  • Team level: Only team administrators (in the portal settings)
  • Project level: Team members with access to project settings
  • Task level: Team members who are allowed to edit the task

Guests themselves cannot change this setting.

Tips & Notes

  • Guest uploads are enabled by default. If you want to restrict them generally, disable the option at the team level.
  • The task setting is particularly well-suited for specifically controlling upload permissions for individual steps without having to change the entire project setting.
  • Files that have already been uploaded will not be deleted if you change this setting. Only new uploads will be prevented.