Using Department Access Control

The Department Access Control feature enables administrators to limit users’ access across departments. If enabled, information of users and departments is only visible by users in the same top-level department.
 
 
When enabled, users from one top-level department are unable to view profiles of or message users from other top-level departments. Users in different top-level departments are not displayed in search results and cannot be specified as recipients of @mentions in comments. Records with users from other top-level departments show users asScreen_Shot_2017-06-27_at_1.04.39_PM.png, rather than the user's display name.
 
Users within the same top-level department can view each others profiles, message each other, search for users, and @mention them, regardless of their child departments, locations, or groups or roles. Administrators can view all users’ profiles.
 
Enabling Department Access Control 
  1. From the Gear wheel gear_wheel.PNG select Users & System Administration
  2. Under User Administration, select Dept Access Control.
  3. Click the check-box next to Limit access across departments.
  4. Click Screen_Shot_2017-04-25_at_11.15.51_AM.png.
dep_acces.gif 
 
What is restricted when Dept Access Control is enabled?
 
Restrictions on Viewing User Details
 
When Department Access Control is enabled, user and department details are not visible to users who belong to a different top-level department. User and department details are visible to users who belong to the same top-level department, regardless of the hierarchical level of the user's department.
 
Restrictions on Search
 
When Department Access Control is enabled, users can't search departments and users that belong to a different top-level department. Additionally, users can't set a comment Mention to users who belong to a different top-level department. 
 
Views & Selections Restricted
 
The tables below note whether the actions are restricted when Department Access Control is enabled. In the tables, "●" indicates the action is allowed, and an empty cell indicates the action is not allowed.
 
Please note, the restricted views and selections are the same for both PCs and mobile devices.

Kintone Administration

Screen/Dialog box Item Action Kintone Administrator
App Templates Created by View
Space Management Updated by View
Space Templates Created by View
Actions on threads Updated by View
Action Settings dialog box Available To View/Select
Permission Management User, department, or group View/Select
Permissions for App Groups User, department, or group View/Select

App Management

Screen/Dialog box Item Action Kintone Administrator Non-administrator user
App Management Updated by View  
Form User selection field (Preset users)  View/Select  
User selection field (Default value) 
Department selection field (Preset departments) View/Select  
Department selection field (Default value) View/Select  
Lookup field (Filter) View/Select  
Related Records field (Filter) View/Select  
Views Filter and Sort View/Select  
Notifications General Notifications Recipient View  
Per Record Notifications Notification Trigger View  
Recipient View  
Reminder Notifications Notification Trigger View  
Recipient View  
General Notifications (Recipients and Conditions) Select  
Per Record Notifications (Notification Trigger, Recipients)
Reminder Notifications (Reminder Trigger, Recipients)
Graphs Graph Contents (Filter) View/Select  
Process Management Assignee View  
Select  
Branch Criteria View/Select  
Actions Updated by View  
Action Settings dialog box Available To View  
Select  
Permissions for App User, group and department to grant permissions to View  
Select  
Permissions for Records Notification Trigger View  
User, group and department to grant permissions to View  
Notification Trigger Select  
User, group and department to grant permissions to
Permissions for Fields User, group and department to grant permissions to View  
Select  

 

App

Screen/Dialog box Item Action Kintone Administrator Non-administrator user
View
  • Created by
  • Updated by
  • User selection field
View    
User selection field Select    
Department selection field View/Select    
Filter and Sort, Graph filter View/Select    
Assignee View    
Add records User selection field View/Select    
Department selection field View/Select    
Lookup filter conditions View/Select    
The following fields in Related Records:
  • Created by
  • Updated by
  • Assignee
  • User selection
View    
Department selection field in Related Records View    
Edit records
  • Created by
  • Updated by
View    
User selection field View/Select    
Department selection field View/Select    
Lookup filter conditions View/Select    
The following fields in Related Records:
  • Created by
  • Updated by
  • Assignee
  • User selection
View    
Department selection field in Related Records View    
Record details
  • Created by
  • Updated by
  • User selection field
View    
Department selection field View    
The following fields in Related Records:
  • Created by
  • Updated by
  • Assignee
  • User selection
  • Status History
View    
Department selection field in Related Records View    
Select Assignee Select
Change Assignee Select  
Status History View    
History*1 View    
Comment Mention View    
Select    
Printable Version
  • Created by
  • Updated by
  • User selection field
  • Status History
View    
Department selection field View    
 
*1: Limitation: When an old version of a record is restored from History, users can select it even if they belong to a different top-level department.
 
Please note:
  • Users can select a user who is set to a user selection field as the default or an option, even when they belong to a different top-level department. However, the field displays the user as "User (not visible)".
  • When a user edits a user selection field via a file, users who belong to a different top-level department are excluded from the field.
  • Limitation: A comment Mention can contain users who belong to a different top-level department when replying to a comment that already contains users from a different department, or when the comment Mention is copied and pasted from one specified by another user. 

Space

Screen/Dialog box Item Action Kintone Administrator Non-administrator user
Create Space/Options dialog box Members View  
Select  
Cover page List of members View    
"Updated by" of an announcement View    
Thread details List of followers View    
"Updated by" of the body text View    
Comment Mention View    
Select    
Users who like this View    
Action Settings dialog box Available To View    
Select  
 
Please note: 
  • Limitation: A comment Mention can contain users who belong to a different top-level department when replying to a comment that already contains users from a different department, or when the comment Mention is copied and pasted from one specified by another user.

People

Screen/Dialog box Item Action Kintone Administrator Non-administrator user
List of people Screen View    
User Details of invisible users Screen View    
User Details Comment Mention View    
Select    
Users who like this View    

Please note:

  • Limitation: A comment Mention can contain users who belong to a different top-level department when replying to a comment that already contains users from a different department, or when the comment Mention is copied and pasted from one specified by another user. 

Messages

Screen/Dialog box Item Action Kintone Administrator Non-administrator user
Messages of invisible users Screen View    

Notifications

Screen/Dialog box Item Action Kintone Administrator Non-administrator user
Notifications Sender name View    
Notification details Sender name View    
Notification Filter Settings dialog box Sent From View/Select    
Locations View/Select    

Search

Screen/Dialog box Item Action Kintone Administrator Non-administrator user
Search Results Created by View    
"Created by" filter Select  

 

People View  
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