A WorkHub's Actions and Decisions panel is a roll-up. Alongside the hub's own items, it gathers work from the meetings and projects linked to the hub, and any item that has been assigned to the hub itself.
Because it is a roll-up, two people looking at the same WorkHub can see different numbers of items. That is by design: the list never shows you an item from a meeting or project you would not otherwise be able to open.
This article explains where the items in the list come from, why a colleague's list may look different from yours, and what happens when you open an item. For what each role can do once an item is open, see WorkHub roles and permissioning.
Roles in brief
Two things about roles matter for the list itself:
Members and Viewers see the same list. The role changes what you can do with an item, not what is listed.
Owners and Facilitators see a longer list, but only for linked items. See Linked item access below.
What appears in the list
Where the item comes from | Owner / Facilitator | Member | Viewer | When you open it |
|---|---|---|---|---|
Held in the hub itself | Listed | Listed | Listed | Owners, Facilitators and Members can edit. A Viewer gets the read-only view, unless they are personally assigned the item, which lets them act on it. |
Held elsewhere, assigned to the hub — e.g. an approval decision sent to a committee hub | Listed | Listed | Listed | Your access comes from your role in the hub. Owners, Facilitators and Members can respond; a Viewer gets the read-only view. |
Held elsewhere, assigned to a linked meeting or project you can see | Listed | Listed | Listed | Your access comes from your permission on that meeting or project. |
In a linked meeting or project you can open | Listed | Listed | Listed | Your access comes from your permission on that meeting or project. Your hub role does not apply. |
In a linked meeting or project that is public, but you have not been given access to | Listed — see Linked item access | Not listed | Not listed | The title is visible, but opening it is refused unless you are assigned the item. |
In a linked meeting or project that is private to you | Not listed | Not listed | Not listed | Not accessible. |
Not in the hub, not linked to it and not assigned to it | Never listed | Never listed | Never listed | Reached from its own project or meeting instead. |
Schedule tasks in the hub or in a linked project you can see | Listed when due within the next 3 months, due in the last 3 months, or starting within the next month | Same as Owner | Same as Owner | Your access comes from your permission on the project. |
Board cards and sprints; agenda items and notes; sub-items of another action | Never listed | Never listed | Never listed | Board cards belong on their board. Sub-items appear underneath their parent action rather than as separate rows. |
Who an item is assigned to does not affect whether it is listed, except where the item is assigned to the hub or to a linked meeting or project, as shown above.
Linked item access
Owners and Facilitators get one extra thing: items from public linked meetings and projects appear in their list even where they have not personally been given access to that meeting or project. This is intended to give the people running the hub a complete picture of the work connected to it.
Two limits apply:
Private meetings and projects are never included, whoever you are. If you have not been given access to a private item, nothing from it reaches the hub list.
Seeing the title is not the same as having access. An Owner may see a rolled-up row and still be refused when they open it. Grant them access on the source meeting or project if they need to work on it.
If your organisation would rather nobody saw rolled-up titles this way, an administrator can turn linked item access off for the whole instance. Owners and Facilitators are then scoped exactly like everyone else.
Why is my list empty when a colleague's is full?
This is the most common question about WorkHubs, and it is almost always one of the following.
What you are seeing | Why |
|---|---|
The hub has plenty of linked projects and meetings, but your list is empty | The hub holds no items of its own, and you have not been given access to any of the linked meetings or projects. Ask for access to those, or for the items to be assigned to the hub. |
A colleague on the same hub sees many more items | They are likely an Owner or Facilitator and are getting linked item access, or they have been given access to linked projects that you have not. |
An administrator sees everything | Application administrators bypass these rules entirely. They are not a good reference point when checking what a normal user can see. |
You can see a title, but opening it says you do not have permission | The item lives in a meeting or project you cannot open. Your access to a rolled-up item always comes from wherever it is held, not from the hub. |
Rules of thumb
The hub's own items are visible to everyone in the hub, including Viewers.
Assigning an item to the hub is the reliable way to put it in front of the whole hub, including Viewers, regardless of where it is held.
Linked items follow their source. Linking a project to a hub does not grant anyone access to it — people still see only what they could see anyway.
A Viewer sees everything a Member sees. If a Viewer's list looks short, a Member's will be too.