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Lesson 2: Restrict access to work items based on team membership

In this lesson, you create a team area and a work item category, and associate the category with the team area. Then, you restrict visibility and access to the work items that are filed against that category so that only team members can see and access them.

About this task

The categories that are defined for a project area populate the values in the work item Filed Against field. When you select a category from the Filed Against list, you associate the work item with the team that is responsible to address it.

When you restrict the visibility of a category, users who are not members of the associated team area do not see that category in the Filed Against field values. When you restrict access to a category, users who are not members of the associated team area cannot see work items that are filed against that category.

Procedure

To create a team area and work item category:

  1. If you are logged on as Bill, log out, and then log on as Helen.
  2. Create a team area:
    1. On the My Tutorial Project Area Overview page, click the Create Team icon (Create Team icon).
    2. Enter a name such as My Tutorial Team Area.
    3. In the Members section, click Add.
    4. Add yourself as a member, then click Save to save the team area.
    5. In the Members section, click Members Menu icon, the Members Menu icon for your entry, and select Add Process Roles to 1 Members.
    6. In the Add Roles window, select the Product Owner role. Click Add.
      Add Roles window with Product Owner selected
    7. Click Save to save the team area.
  3. Add a category:
    1. In the Team Hierarchy section, click the parent project area to open it.
    2. Click Categories.
    3. In the row for the project area category, click the Actions icon and select Add Category.
    4. Enter a name for the category, and then click OK.
    5. Click the Actions icon again and select Associate.
    6. Select the team area, and then click Associate.
    7. Select Restrict Category Visibility and Restrict Work Item Access for the new category. Then, click Save to save the project area.
    The My Tutorial Team Area Category associated with the My Tutorial Team Area. The Restrict Category Visibility and Restrict Work Item Access check boxes are selected.
  4. From the Home menu, select the project area.
    Home menu with My Tutorial Project Area selected
  5. Create a defect:
    1. Click Work Items > Defect.
    2. Enter a name, such as Test Defect 1.
    3. Click the Filed Against list. The new category is listed.
    4. Select the new category, and click Save to save the work item.
    The work item editor with My Tutorial Team Area Category selected from the Filed Against list.
  6. Log out, and then log on as Bill. Because you are logged on as a user who is not a member of the team area that is associated with category that the work item is filed against, a message indicates that the work item cannot be fetched.
    Error message: Error fetching or storing Work Item 35
  7. Create a query:
    1. Select Work Items > Create Query.
    2. Click the Add Condition icon (Add Condition icon).
    3. Double-click Created By, and then click the Add User icon (Add User icon).
    4. Enter the name of the user who created the work item, Helen.
    5. Select that user, and then click Add and Close.
    6. Click Run to run the query. The work item that is filed against the category associated with the team area is not listed in the results. Click Cancel to close the query.
    7. Click Work Items > Defect.
    8. Click the Filed Against list. The category that is associated with the team area is not listed. Click Cancel to close the work item.
    Because you are logged on as a user who is not a member of the team area that is associated with the work item category, you cannot see the category in the Filed Against list, and you cannot see work items that are filed against that category.

Results

Lesson checkpoint

In this lesson, you learned how to do these tasks:
  • Create a team area.
  • Create a work item category and associate it with a team area.
  • Restrict visibility to a work item category, and restrict access to work items that are filed against that category.
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