Setting Record Permissions

You can set permissions for Records in an app to control who can view, edit, and delete records.

Setting Record Permissions

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Navigate to the App Settings tab.
  3. Under Permissions, select Records
  4. Click Add.
  5. Under Target Records in Priority Order use the drop-down to set a filter of which records you are targeting. When you select a field name the Record Selector expands so you can set conditions for the field.
    • To add another condition click the Add icon.
    • To delete a condition click .
    • Select either All conditions are met, or Any conditions are met.
    • To clear all entries click Clear All.
    • To delete the whole permissions block, click the at the far right.
  6. On the right, either enter a User, Group, or Department, or select a User Field from the app in the drop-down list to grant permissions.
  7. When assigning permissions to a department, the Permissions inheritance check box displays. Select this check box to apply the same permissions to members of child departments.
  8. When multiple rows exist, the priority goes from top to bottom. 
  9. To add multiple permission rules, click Add again. 
  10. Click Save.
  11. Click Update App.

Please note, the following fields cannot be used to specify conditions:

  • Rich text
  • Text Area
  • Attachment
  • Related Records

Examples of Record Permission Settings

Prevent Users From Editing Records Whose Status Is "Completed"

Prevent users from editing a record when the Process Management Status is Completed by setting the Record Permissions below:

Target Records (In Priority Order) Permissions for Users, Groups, and Departments
"Status" "includes any of" "Completed" Everyone   [✔] View   [  ] Edit   [  ] Delete
 All records

Everyone   [✔] View   [✔] Edit   [✔] Delete

Allow Only the User Who Created a Record to View, Edit, or Delete the Record

Allow only the user who created a record to view, edit, or delete a record by setting the Record Permissions below: 

Target Records (In Priority Order) Permissions for Users, Groups, and Departments
All records Created by       [✔] View   [✔] Edit   [✔] Delete
Everyone   [  ] View   [  ] Edit   [  ] Delete

Allow Only Users in Human Resources to Edit and Delete Records, and the Other Users Only to View Records

Allow only the users in Human Resources to edit and delete records, and allow the other users view only access to records by setting the Record Permissions below:

Target Records  (In Priority Order) Permissions for Users, Groups, and Departments
All records Human Resources   [✔] View   [✔] Edit   [✔] Delete
Everyone   [✔] View   [  ] Edit   [  ] Delete


Related Topics

Setting Permissions in an App

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