Restricting Visibility of Departments and User Details Across Different Top-Level Departments

Configuring department access control

This section explains how to restrict the ability for users to access the user profile screens and other information of a department that belongs to a different top-level department. This function is called the department access control setting.

Configuring department access control

Restrictions on Viewing User Details

When the department access control setting is enabled, user details and department details are not visible to users who belong to a different top-level department.
User details 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 viewing user details
However, Kintone Users & System administrators can use Kintone Users & System Administration to view each user's user details and department details.

Restrictions on Search

When the department access control setting is enabled, users cannot search departments and users that belong to a different top-level department.
Additionally, users cannot set a comment Mention to users who belong to a different top-level department.
Various types of access to users and departments are restricted, such as the restriction that prevents the users of a different top-level department from appearing on screens.
For details, see Views and Selections Restricted by the Department Access Control Setting.

Views and Selections Restricted by the Department Access Control Setting

The tables below describe whether the actions on each screen are restricted when the department access control setting is enabled.
For example, the table for Kintone Users & System Administration indicates that if the department access control is enabled, non-administrator users cannot view the profiles of other users who belong to different departments.

The restricted views and selections are the same for both PCs and mobile devices.

Kintone Users & System Administration
Screen, Dialog box Action Kintone Users & System Administrator Kintone System Administrator Non-administrator user
Profile View Allowed Not Allowed Not Allowed
Others View
Save
Allowed Not Allowed Not Allowed
Kintone System Administration
Screen, Dialog box Field Action Kintone Users & System Administrator Kintone System Administrator
App Templates Created by View Allowed Allowed
Space Management Updated by View Allowed Allowed
Space Templates Created by View Allowed Allowed
Actions on threads Updated by View Allowed Allowed
Action Settings dialog box Available To: View
Save
Allowed Allowed
Access permissions Users
Departments
Groups
View
Save
Allowed Allowed
Permissions for App Groups Users
Departments
Groups
View
Save
Allowed Allowed
App Management
Screen, Dialog box Field Action Kintone Users & System Administrator Kintone System Administrator Non-administrator user
App Management Updated by View Allowed Allowed Not Allowed
Form creation User selection field
(Preset users)
View
Selecting
Allowed Allowed Not Allowed
User selection field
(Default Value) 
Department selection field
(Preset departments)
View
Save
Allowed Allowed Not Allowed
Department selection field
(Default Value)
View
Save
Allowed Allowed Not Allowed
Lookup fields
(Initial filter setting)
View
Save
Allowed Allowed Not Allowed
Related Records fields
(Filter)
View
Save
Allowed Allowed Not Allowed
View creation Filter creation View
Save
Allowed Allowed Not Allowed
Notification settings General Notifications Recipient View Allowed Allowed Not Allowed
Per Record Notifications Notification Trigger View Allowed Allowed Not Allowed
Recipient View Allowed Allowed Not Allowed
Reminder Notifications Notification Trigger View Allowed Allowed Not Allowed
Recipient View Allowed Allowed Not Allowed
General Notifications
(Recipients and Conditions)
Save Allowed Allowed Not Allowed
Per Record Notifications
(Per Record Notifications/Recipient)
Reminder Notifications
(Condition/Recipient)
Graph creation Graph Contents (Filter) View
Save
Allowed Allowed Not Allowed
Process management Assignee View Allowed Allowed Not Allowed
Save Allowed Allowed Not Allowed
Branch Criteria View
Save
Allowed Allowed Not Allowed
Action Updated by View Allowed Allowed Not Allowed
Action Settings dialog box Available To: View Allowed Allowed Not Allowed
Save Allowed Allowed Not Allowed
Permissions for App Users
Departments
Groups and Permissions
View Allowed Allowed Not Allowed
Save Allowed Allowed Not Allowed
Permissions for Records Notification Trigger View Allowed Allowed Not Allowed
Users
Departments
Groups and Permissions
View Allowed Allowed Not Allowed
Notification Trigger Save Allowed Allowed Not Allowed
Users
Departments
Groups and Permissions
Permissions for Fields Users
Departments
Groups and Permissions
View Allowed Allowed Not Allowed
Save Allowed Allowed Not Allowed
App
Screen, Dialog box Field Action Kintone Users & System Administrator Kintone System Administrator Non-administrator user
View
  • Created by
  • Updated by
  • User selection field
View Not Allowed Not Allowed Not Allowed
User selection field Save Not Allowed Not Allowed Not Allowed
Department selection field View
Save
Not Allowed Not Allowed Not Allowed
Filter and Sort, Graph filter View
Save
Not Allowed Not Allowed Not Allowed
Assignee View Not Allowed Not Allowed Not Allowed
Add records User selection field View
Save
Not Allowed Not Allowed Not Allowed
Department selection field View
Save
Not Allowed Not Allowed Not Allowed
Lookup filter conditions View
Save
Not Allowed Not Allowed Not Allowed
The following fields in Related Records:
  • Created by
  • Updated by
  • Assignee
  • User selection
View Not Allowed Not Allowed Not Allowed
Department selection field in 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
Save
Not Allowed Not Allowed Not Allowed
Department selection field View
Save
Not Allowed Not Allowed Not Allowed
Lookup filter conditions View
Save
Not Allowed Not Allowed Not Allowed
The following fields in Related Records:
  • Created by
  • Updated by
  • Assignee
  • User selection
View Not Allowed Not Allowed Not Allowed
Department selection field in 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 in Related Records:
  • Created by
  • Updated by
  • Assignee
  • User selection
  • Status History
View Not Allowed Not Allowed Not Allowed
Department selection field in Related Records View Not Allowed Not Allowed Not Allowed
Select Assignee Save Allowed Allowed Allowed
Change Assignee Save Allowed Allowed Not Allowed
Status History View Not Allowed Not Allowed Not Allowed
History View Not Allowed Not Allowed Not Allowed
Comment Mention View Not Allowed Not Allowed Not Allowed
Save Not Allowed Not Allowed Not Allowed
Printable Version
  • Created by
  • Updated by
  • User selection field
  • Status History
View Not Allowed Not Allowed Not Allowed
Department selection field View Not Allowed Not Allowed Not Allowed
Space
Screen, Dialog box Field Action Kintone Users & System Administrator Kintone System Administrator Non-administrator user
Create Space/Options dialog box Members View Allowed Allowed Not Allowed
Save Allowed Allowed Not Allowed
Cover page List of members View Not Allowed Not Allowed Not Allowed
"Updated by" of an announcement View Not Allowed Not Allowed Not Allowed
Thread details Thread followers list View Not Allowed Not Allowed Not Allowed
"Updated by" of the body text View Not Allowed Not Allowed Not Allowed
Comment Mention View Not Allowed Not Allowed Not Allowed
Save Not Allowed Not Allowed Not Allowed
Users who like this View Not Allowed Not Allowed Not Allowed
Action Settings dialog box Available To: View Not Allowed Not Allowed Not Allowed
Save Allowed Allowed Not Allowed
People
Screen, Dialog box Field Action Kintone Users & System Administrator Kintone System Administrator Non-administrator user
List of people Screen View Not Allowed Not Allowed Not Allowed
User Details of invisible users Screen View Not Allowed Not Allowed Not Allowed
Profile Comment Mention View Not Allowed Not Allowed Not Allowed
Save Not Allowed Not Allowed Not Allowed
Users who like this View Not Allowed Not Allowed Not Allowed
Messages
Screen, Dialog box Field Action Kintone Users & System Administrator Kintone System Administrator Non-administrator user
Messages of invisible users Screen View Not Allowed Not Allowed Not Allowed
Notification settings
Screen, Dialog box Field Action Kintone Users & System Administrator Kintone System Administrator Non-administrator user
Notifications Sender name View Not Allowed Not Allowed Not Allowed
Notification details Sender name View Not Allowed Not Allowed Not Allowed
Notification Filter Settings dialog box Sent From View
Save
Not Allowed Not Allowed Not Allowed
Locations View
Save
Not Allowed Not Allowed Not Allowed
Search
Screen, Dialog box Field Action Kintone Users & System Administrator Kintone System Administrator Non-administrator user
Search Results Created by View Not Allowed Not Allowed Not Allowed
"Created by" filter Save Not Allowed Not Allowed Not Allowed
People View Not Allowed Not Allowed Not Allowed