Configuring Permissions for Records

Article Number:040595

You can restrict viewing, editing, or deleting of records to certain users. Restrictions can be set on a per record basis. Using field values as conditions, you can set different permissions for each record.

Steps to set the permissions

  1. Click the App Settings icon (the gear-shaped icon at the upper right of the "View" screen), select the App Settings tab, and select Records under Permissions.
    Screenshot: The "App Settings" icon is outlined in red

  2. Set permission for records.
    Click Add Permission Set.

  3. In the Target Records section, specify the condition for the permission setting to be applied to records. Specifying the Target Records You cannot use the following fields for specifying conditions.

    • Rich text
    • Text area
    • Attachment
    • Related Records

  4. Under User, Group and Department to Grant Permissions To, specify the users, departments, or groups you want to add, then select the checkboxes under Permissions for the actions you want to allow.
    You can also click Add a field for selection, select a field, and then set permissions for the users, departments, or groups specified in that field. Configuring the "Assign Permissions for Users, Groups, and Departments" section
    When multiple permission sets are configured for a single user, any permission set that is located higher on the list takes precedence. For example, if you set the permission as described below, only "John Jones" will be allowed to view, edit, and delete target records:

    John Jones [✔] View [✔] Edit [✔] Delete
    Everyone [  ] View [  ] Edit [  ] Delete
    If you specify a department and select the Permissions inheritance check box for the department, the same permission setting is applied to users who belong to its sub-departments.
  5. To set multiple combinations of target records and permissions, click Add Permission Set again. In the newly added row, configure the setting in the same way as described in Steps 3 and 4.
    When there are multiple rows, higher rows take precedence over lower rows. To change the priority order of a row, drag and drop the row using the Reorder icon at its left. Screenshot: The "Add" button and the "Reorder" icons are outlined in red

  6. Click Save on the bottom right side of the screen.

  7. Click Update App at the upper right of the screen.

  8. On the confirmation dialog, click Update App.

When you complete the steps described above, the permission setting is applied to records.

Tips: Specifying "Created by," "Updated by," or "Assignee" in the setting

You can set permissions for the user who created a record, the user who updated a record, or process management assignees. To do so, specify a field from Add a field for selection.

  • Created by: The user who created the record.
  • Updated by: The user who last updated the record.
  • Assignee: The user who is assigned in the current status for process management.

For example, in an app for which the Process Management feature is enabled, you can configure the setting in such a way that only the "Created by," "Assignee," and "Updated by" users can view records whose status is not set to "Completed."

Screenshot: An example setting where permission is set for "Created by," "Assignee," and "Updated by" users

Tips: Specifying the "User selection" or "Department selection" field in the setting

Specifying a "User Selection" or "Department Selection" field placed on the app form, you can apply the permission setting to a user or department selected for the field in each record rather than to a specific user or department.
To do so, specify a field from Add a field for selection.

For example, you can configure the settings in such a way that only the user specified in a specific "User selection" field (the "in charge of" field) can edit or delete the record. Screenshot: An example setting where permission is set for a "User selection" field

Combining the setting with the Process Management feature or the "User selection" or "Department selection" field, you can configure permissions more flexibly.