> ## Documentation Index
> Fetch the complete documentation index at: https://docs.activeviam.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to manage portfolio access

> Portfolio and book assignments in the Admin console, with access-level selection, the scope of copied child grants, and checks needed when removing parent access or managing separate book permissions

Applies to **Admin** → **Portfolio Access** for portfolios managed within Risk Portal.

Portfolio and book permissions control access to separate resources.
A portfolio grant does not automatically create continuing access to every linked resource.
External portfolio integrations can use different permission rules.

## What is required before assigning access?

* Administrative access to the organization.
* Another active account in the same organization.
* Access to the intended portfolio.
* An approved level and scope for the grant.

The console has separate **Portfolio Access** and **Book Access** tabs.
Available resources depend on the acting administrator's access.
View-only account roles are limited to **View** grants in these menus.

## Which level is required?

| Level | Capability |
| - | - |
| **View** | View the resource; report execution also depends on the account role and report permissions. |
| **Edit** | Change supported portfolio or book contents. |
| **Owner** | Perform ownership-controlled operations, including sharing and inspecting accessors. |

A resource permission does not grant an unavailable report definition.
Market-data access remains a separate requirement.

## How to assign portfolio access

1. Open **Admin**.
2. Select the target account in **Users**.
3. Check the name and email in the selected-user summary.
4. Select **Portfolio Access**.
5. Locate the intended **Portfolio Name**.
6. Open its **Access Type** menu.
7. Select **View**, **Edit**, or **Owner**, where available.
8. Check the user, portfolio, and level in **Update User's Portfolio Access**.
9. Leave **Include all children** cleared for a grant to the selected portfolio only.
10. Select **Save**.

Check the success or error alert.
Verify the portfolio's refreshed **Access Type**.
Then check the intended workflow using an approved test account.
Dialog closure or table refresh alone does not confirm the assignment.

## What does Include all children change?

The checkbox creates matching grants for linked internal child portfolios and related books when the assignment is saved.
It includes directly linked internal child portfolios and books linked to the parent or those children.
It does not establish continuing permission inheritance or guarantee coverage of deeper nested portfolios.
New links added later require a separate access review.
External funds are excluded from this operation.

<Warning>
  Child grants can replace existing access levels, including reducing a higher level.
  The displayed hierarchy preview may omit resources outside the acting administrator's visible hierarchy.
  Confirm the full intended scope before selecting **Include all children**.
</Warning>

When child grants are intended, select the checkbox before **Save** in the portfolio confirmation dialog.
Review the displayed **Portfolios:** and **Books:** lists as part of that scope check.
After saving, inspect the affected portfolio and book rows individually.
The primary success message does not report every child assignment outcome.

## How to remove a portfolio grant

<Warning>
  Removing a parent portfolio grant does not remove separate child-portfolio or book grants.
  Review related grants and other permitted report paths when restricting exposure to particular data.
</Warning>

1. Open **Admin**.
2. Select the target account in **Users**.
3. Select **Portfolio Access**.
4. Locate the intended portfolio.
5. Open its **Access Type** menu.
6. Select **Remove Access**.
7. Check the selected user and portfolio in the confirmation dialog.
8. Select **Save**.

Verify the removal alert and the resulting portfolio access state.
Review separately granted child portfolios and books afterward.
The operation removes permission; it does not delete the portfolio or positions.

## How does Book Access differ?

**Book Access** lists books and their individual access levels.
Existing book assignments use the access menu and **Save** confirmation.
The confirmation title remains **Update User's Portfolio Access**, including for book changes.
Check the selected book name carefully.

First-time standalone book assignment can fail in this interface.
If **Save** fails or the expected level does not appear, contact the configured support contact.
Do not assume access from the selected menu option.
Removing a book grant affects that book's assignment, not every report containing related data.

## What can prevent a change?

| Observation | Next step |
| - | - |
| A portfolio is missing. | Check the acting administrator's access and the portfolio's management system. |
| An external portfolio's control is disabled. | Confirm the supported permission process for that integration. |
| Only **View** is offered. | Check the target account's view-only role. |
| Several resources have the same name. | Confirm the intended resource before changing access. |
| The refreshed level is unchanged. | Read the error alert and treat the requested change as unconfirmed. |

For the other reporting prerequisites, see [Report access](./report-access) and [Market-data access](./market-data-access).