Restricting the Ability to View User Profile and Department Information of Users in a Different Department

Article Number:04060

Configuring Department Access Control

In Kintone Users & System Administration, you can restrict access to the profile screen and department information of users in a different top-level department. This feature is called the Department Access Control.

Configuring Department Access Control

Restrictions on Viewing User Profile

If Department Access Control is enabled, users in different top-level departments will not be able to view each other's user profile and department information.
Users in the same top-level department can view each other's user profile and department information regardless of what level of hierarchy their departments fall under.
Restrictions on Viewing User Profile
Note that Kintone Users & System Administrators can view each user's user profile and department information in Kintone Users & System Administration.

Restrictions on Search

If Department Access Control is enabled, users in one top-level department will not be able to search for departments and users in other top-level departments.
Also, users in other top-level departments cannot be mentioned in comments.
There are also other restrictions on access to user and department information; for example, users will not appear on the screen for users in other top-level departments.
For details, refer to Actions Restricted by Department Access Control.

Actions Restricted by Department Access Control

The following tables show the actions users cannot perform on each screen when Department Access Control is enabled.
For example, the Kintone Users & System Administration table indicates that, when Department Access Control is enabled, non-administrator users cannot view the profiles of users from other top-level departments.

Actions that cannot be performed are the same for PCs and mobile devices.

Kintone Users & System Administration
Screen / dialog box Action Kintone Users & System Administrator Kintone Administrator Non-administrator user
Profile View Allowed Not allowed Not allowed
Other than profile View
Select
Allowed Not allowed Not allowed
Kintone Administration
Screen / dialog box Item Action Kintone Users & System Administrator Kintone Administrator Non-administrator user
App Management Settings: Updated by View Allowed Allowed Not allowed
App Templates Created by View Allowed Allowed Not allowed
Space Management Settings: Updated By View Allowed Allowed Not allowed
Space Templates Created By View Allowed Allowed Not allowed
Thread Action Management Updated By View Allowed Allowed Not allowed
Thread action settings dialog box Available To View
Select
Allowed Allowed Not allowed
Permission Management Users
Departments
Groups
View
Select
Allowed Allowed Not allowed
Permissions for App Groups Users
Departments
Groups
View
Select
Allowed Allowed Not allowed
App Settings
Screen / dialog box Item Action Kintone Users & System Administrator Kintone Administrator Non-administrator user
Form
"User selection" field
(Preset users)
View
Select
Allowed Allowed Not allowed
"User selection" field
(Default Value)
View
Select
Allowed Allowed Not allowed
"Department selection" field
(Preset departments)
View
Select
Allowed Allowed Not allowed
"Department selection" field
(Default Value)
View
Select
Allowed Allowed Not allowed
"Lookup" field
(Initial filter setting)
View
Select
Allowed Allowed Not allowed
"Related records" field
(Filter)
View
Select
Allowed Allowed Not allowed
View creation Filter condition View
Select
Allowed Allowed Not allowed
Notifications
General Notifications
(Recipients and Conditions)
View
Select
Allowed Allowed Not allowed
Per Record Notifications
(Notification Trigger and Recipient)
View
Select
Allowed Allowed Not allowed
Reminder Notifications
(Condition and Recipient)
View
Select
Allowed Allowed Not allowed
Graph Graph Contents (Filter) View
Select
Allowed Allowed Not allowed
Process Management Assignee List View
Select
Allowed Allowed Not allowed
Conditions to take this action View
Select
Allowed Allowed Not allowed
API Token API Token View
Select
Allowed Allowed Not allowed
Webhooks Webhooks View
Select
Allowed Allowed Not allowed
Slack Integration Slack Integration View Not allowed Not allowed Not allowed
Actions Updated By View Allowed Allowed Not allowed
Thread action settings dialog box Available To View
Select
Allowed Allowed Not allowed
Permissions for App User,
Departments
department to grant permissions to
View
Select
Allowed Allowed Not allowed
Permissions for Records
Target Records View
Select
Allowed Allowed Not allowed
Assign Permissions for Users,
Departments
department to grant permissions to
View
Select
Allowed Allowed Not allowed
Permissions for Fields User,
Departments
department to grant permissions to
View
Select
Allowed Allowed Not allowed
Apps
Screen / dialog box Item Action Kintone Users & System Administrator Kintone Administrator Non-administrator user
View
  • Created by
  • Updated by
  • "User selection" field
View Not allowed Not allowed Not allowed
"User selection" field Select Not allowed Not allowed Not allowed
"Department selection" field View
Select
Not allowed Not allowed Not allowed
Filter condition on the "Filter" and "Create Graph" screen View
Select
Not allowed Not allowed Not allowed
Assignee View Not allowed Not allowed Not allowed
Add Records "User selection" field View
Select
Not allowed Not allowed Not allowed
"Department selection" field View
Select
Not allowed Not allowed Not allowed
Lookup filter conditions View
Select
Not allowed Not allowed Not allowed
The following fields of related records:
  • Created by
  • Updated by
  • Assignee
  • User selection
View Not allowed Not allowed Not allowed
"Department selection" fields of related records View Not allowed Not allowed Not allowed
Edit Records
  • Created by
  • Updated by
View Not allowed Not allowed Not allowed
"User selection" field View
Select
Not allowed Not allowed Not allowed
"Department selection" field View
Select
Not allowed Not allowed Not allowed
Lookup filter conditions View
Select
Not allowed Not allowed Not allowed
The following fields of related records:
  • Created by
  • Updated by
  • Assignee
  • User selection
View Not allowed Not allowed Not allowed
"Department selection" fields of related records View Not allowed Not allowed Not allowed
Record Details
  • Created by
  • Updated by
  • "User selection" field
View Not allowed Not allowed Not allowed
"Department selection" field View Not allowed Not allowed Not allowed
The following fields of related records:
  • Created by
  • Updated by
  • Assignee
  • User selection
  • Status History
View Not allowed Not allowed Not allowed
"Department selection" fields of related records View Not allowed Not allowed Not allowed
Select Assignee Select Allowed Allowed Allowed
Change Assignee Select Allowed Allowed Not allowed
Status History View Not allowed Not allowed Not allowed
History View Not allowed Not allowed Not allowed
Mention View
Select
Not allowed Not allowed Not allowed
Printable Version
  • Created by
  • Updated by
  • User selection
  • Status History
View Not allowed Not allowed Not allowed
"Department selection" field View Not allowed Not allowed Not allowed
Space
Screen / dialog box Item Action Kintone Users & System Administrator Kintone Administrator Non-administrator user
Create Space / Space Settings dialog box Members View
Select
Allowed Allowed Not allowed
Space portal List of members View Not allowed Not allowed Not allowed
The "Updated by" user of the Announcement section View Not allowed Not allowed Not allowed
Thread details Thread followers list View Not allowed Not allowed Not allowed
The "Updated by" user of the body text View Not allowed Not allowed Not allowed
Mention View
Select
Not allowed Not allowed Not allowed
People Who Like This View Not allowed Not allowed Not allowed
Thread action settings dialog box Available To View Not allowed Not allowed Not allowed
Select Allowed Allowed Not allowed
People
Screen / dialog box Item Action Kintone Users & System Administrator Kintone Administrator Non-administrator user
List of people Screen View Not allowed Not allowed Not allowed
Profile of users for whom you do not have view permission Screen View Not allowed Not allowed Not allowed
Profile Mention View
Select
Not allowed Not allowed Not allowed
People Who Like This View Not allowed Not allowed Not allowed
Messages
Screen / dialog box Item Action Kintone Users & System Administrator Kintone Administrator Non-administrator user
Messages posted by users for whom you do not have view permission Screen View Not allowed Not allowed Not allowed
Notifications
Screen / dialog box Item Action Kintone Users & System Administrator Kintone Administrator Non-administrator user
Notifications Sent by View Not allowed Not allowed Not allowed
Notification details Sent by View Not allowed Not allowed Not allowed
Notification Filter Settings dialog box Sent From View
Select
Not allowed Not allowed Not allowed
Locations View
Select
Not allowed Not allowed Not allowed
Search
Screen / dialog box Item Action Kintone Users & System Administrator Kintone Administrator Non-administrator user
Search Results Created by View Not allowed Not allowed Not allowed
"Created by" filter Select Not allowed Not allowed Not allowed
People View Not allowed Not allowed Not allowed