Records, ownership and sharing
Updated October 30, 2026 · Applies to Stakeholder ONE 1.3
Stakeholder ONE has three main types of record, and a few rules that decide who can see and change each one.
Accounts, stakeholders and projects
| Record | What it is | Linked to |
|---|---|---|
| Account | An organization you work with: a customer, partner, vendor or prospect. | Its stakeholders and projects. |
| Stakeholder | A person with an interest in your projects, usually someone at an account. | One account, and any number of projects. |
| Project | A piece of work, with its schedule, risks, deliverables and budget. | One account, a project manager, a sponsor, and its stakeholders. |
Every record has the same tabs for working together: Files, Discussion and History. Projects also have Schedule, Risks and Deliverables.
Owners
Every record has an owner: the user who's responsible for it. When you create a record, you become its owner. The owner can be changed with Reassign owner.
What you can see and change
Your role, set by your administrator, decides your access. The common cases are:
| Role | Can see | Can change |
|---|---|---|
| User | Records they own, and records shared with them. | The same records, unless shared as view only. |
| Project Manager | All records. | Records they own, and records shared with them for editing. |
| Projects Admin | All projects, plus their own and shared accounts and stakeholders. | All projects. |
| System Administrator | Everything. | Everything. |
Your organization can also have custom roles. If you can open a record but there's no Edit button, or no Add buttons on its tabs, you can view it but not change it.
Sharing
The owner of a record can share it with other users or with a team, with either Can view or Can edit access. See Share and reassign records.
Completed and on-hold projects
When a project's status is Completed or On hold, it's locked: nobody can change it until someone reopens it. See Manage projects.
Deleted records
Deleted records go to the Recycle bin, where they can be restored. See Use the recycle bin.