Manage categories in Project Server 2010


Applies to: Project Server 2010

Topic Last Modified: 2012-04-13

Summary: Administrators can organize a system of categories to manage user and group access to projects, resources, and views in PWA.

Categories are the collections of projects, resources, and views to which users and groups in Project Server are granted access. Categories define which collections of specific data (projects, resources, and views) that these users and groups have access to. Categories also allow the administrator to filter data using security rules, like Resource Breakdown Structure (RBS), that can help organize and display data in specific ways.

You can add projects and resources to categories manually by choosing them from lists, or you can use dynamic filters to automatically add them to categories. Any user associated with a category can be granted permission to the projects and resources in that category.

  • You must have the Manage users and groups global permission to add, modify, or delete a category.

  • Avoid creating unnecessary categories. Having a large number of groups and categories within an organization can stress the authorization system, which can affect performance.

Microsoft Project Server 2010 creates five default categories during installation. These default categories are designed to enable Project Server to provide the most common layer of security for a hierarchical organization or matrix organization.

Default category Default groups in the category Description

My Tasks

Team Members

Primarily used by project resources who have assigned tasks.

My Projects

Project Managers

Resource Managers

Team Leads

Provides access to all projects that a user owns.

My Resources

Resource Managers

Intended for resource managers and is useful only after the Resource Breakdown Structure (RBS) is defined.

My Direct Reports

Resource Managers

Intended for users who need to be able to approve timesheets.

My Organization


Portfolio Managers

Project Managers

Resource Managers


Used to grant access to all information in the organization. This category is intended for members of a Project Management Office (PMO), executives in an organization, and other key users who require the ability to view projects and resources across the entire organization.

Task requirements

The following are required to perform the procedures for this task:

  • Access to Project Server 2010 through the Microsoft Project Web App site.

  • The Manage users and groups global permission in Project Server 2010 in order to create, modify, or delete a category.

To manage categories in Project Server 2010, you can perform the following procedures: