--- sourceDocument: Australia Strategic Portfolio Management sourceDocumentLink: https://www.servicenow.com/docs/r/australia/it-business-management Release : - australia ft:locale : - en-US ft:publication_title : - Australia Strategic Portfolio Management ft:clusterId : - itbm bundleId : - itbm workflow : - Technology --- # Hierarchy and permissions # Project task hierarchy and permissions in CWM {#ariaid-title1} Release version: Australia Updated July 23, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Project task hierarchy and permissions in CWM This guide explains how assignee status, task hierarchy, and item-type conditions control the creation and movement of CWM (Collaborative Work Management) tasks and stories under project tasks within ServiceNow's Project Workspace and Boards. It clarifies who can add or move CWM children under project tasks, the restrictions involved, and how these are communicated to users. Show full answer Show less ## Key Features * **Assignee Permissions:** Only users assigned to a project task---either directly in the Assigned to field, as resource assignees, or part of resource assignment groups---can successfully create, indent, or drop CWM child tasks or stories under that task. Non-assignees see the options but receive inline error notifications if they attempt these actions. * **Hierarchy Restrictions:** A project task that already has child project tasks cannot accept additional CWM child tasks or stories. This applies to all users without exception. The Project task column dropdown on Boards excludes these tasks from selection to prevent invalid associations. * **Item-Type Conditions:** Both child CWM tasks and child stories can be added to any project task regardless of the project's phase type (agile or waterfall). These options are always visible and functional for authorized users. * **Restriction Signals:** Restrictions are communicated through three mechanisms: * Inline error notifications when unauthorized users attempt actions. * Exclusion of ineligible project tasks from dropdown selections during task association. * Inline notifications when hierarchy rules prevent adding CWM children to tasks with existing child project tasks. ## Practical Implications for ServiceNow Customers Understanding these permissions and hierarchy rules allows you to effectively manage CWM tasks within your project structure. It ensures that only authorized users can modify task hierarchies, maintaining project data integrity. The system's UI feedback mechanisms help users quickly identify permission or hierarchy constraints, reducing errors and improving workflow efficiency. Use Project Workspace to review child project tasks and understand existing hierarchies before adding or moving CWM items. This helps avoid conflicts and ensures compliance with the hierarchy rules enforced across Boards and task associations. Learn how assignee, hierarchy, and item-type conditions determine which project tasks accept CWM children and who can add or move them on a Board. Adding or moving a CWM task or story under a project task is subject to assignee, hierarchy, and item-type rules. These rules determine which context menu options appear, which project tasks are available in the Project task column dropdown, and whether an action completes or displays an inline notification. ## Project task assignees {#project-task-rules-in-cwm__assignee-model} A user counts as an assignee of a project task when at least one of the following is true: * The user is listed in the Assigned to field on the project task. * The user is listed as a resource assignee on the project task. * The user is part of a resource assignment group on the project task. Only assignees can create, indent, or drop CWM items under a project task. The Add child CWM task and Add child story options still appear for non-assignees, but selecting one displays an inline error notification instead of creating the item. ## Hierarchy restriction on CWM child tasks {#project-task-rules-in-cwm__hierarchy-rules} A project task can't accept CWM child tasks when the project task already has child project tasks. This rule applies to all users, including assignees. To see the existing child project tasks for a project task, open it in Project Workspace. The Project task column dropdown on a Board excludes project tasks that already have child project tasks. So, those project tasks can't be selected as a new parent when a CWM item is moved. ## Child task and story creation availability {#project-task-rules-in-cwm__story-vs-task} Both the Add child CWM task and Add child story options appear on every project task, regardless of its phase type. Both actions complete successfully on any project task, whether the phase is agile or waterfall. ## Restriction signals on the Board {#project-task-rules-in-cwm__how-restrictions-surface} Restrictions are surfaced in one of three ways, depending on the rule and the action: Error notifications for non-assignees : For non-assignees, the Add child CWM task and Add child story options still appear, but selecting one displays an inline error notification instead of creating the item. Dropdown exclusions : While associating a CWM task with a project and project task, the Project task column dropdown shows only those project tasks that don't already have child project tasks. Inline notifications : If a project task already has child project tasks, then you can't associate additional CWM tasks or stories. **Related concepts** * [CWM integration with Project Workspace](https://www.servicenow.com/docs/OqppfLxJy8FND0LuYPo6QQ "View and manage project tasks alongside CWM work without switching applications. Team members can see assigned project tasks, break down work, and manage connections while project managers track execution in Project Workspace.") **Related tasks** * [Create a CWM task or story under a project task](https://www.servicenow.com/docs/H5uoqGZsRqeIsTj22y0g8g "Break down a project task by creating child CWM tasks or stories under it on a Board. New child items are automatically linked to the parent project task and to its project.") * [Change or remove the project task connection for a CWM item](https://www.servicenow.com/docs/iL6qC0DrZN3sJmXyt0xJGg "Reassign a CWM task or story to a different project task, or break the connection to a project task entirely, from the List view of the CWM Board.")