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.

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 .
   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 , 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.
      
   7. Click Save to save the team area.
3. Add a category:
   1. In the Team Area 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.
      Note: The Restrict Category Visibility option does not restrict visibility of categories within the project administration pages. Therefore, you cannot use the Restrict Category Visibility option to restrict the visibility of sensitive data. All users with read access to the project area have read access to the project area’s administration pages where you can see all the category names.
   
4. From the Home menu, select the project area.
   
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.
   
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.
   
7. Create a query:
   1. Select Work Items > Create Query.
   2. Click the Add Condition icon .
   3. Double-click Created By, and then click the 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 that is 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.