Record Access actor
Managing access to records securely and efficiently is essential for businesses of all sizes. That’s why we’re excited to introduce the Record Access actor, a new tool in the Sequencer that gives you complete control over record access and ownership. Whether you need to configure record ownership, set up record permissions assignments, or dynamically manage access based on field values, this actor offers a centralised and highly flexible solution.
At its core, the Record Access actor handles two critical aspects of data management:
- Record ownership
- permission sets
Record ownership configuration
Record ownership configuration offers flexibility through four distinct approaches. You can:
- remove all current owners
- set ownership only for records that don't have owners assigned
- completely override existing ownership with new assignments
- append additional owners while maintaining current ones
Ownership can be assigned in the following ways:
- By User: selecting specific users directly from the list
- By Field: dynamically pulling users from a designated field in the record
Important: Ownership assignments are subject to database limits. By default, only one owner can be assigned to a record. If the field selected for ownership contains more users than the allowed limit, the actor will complete execution but will not update the ownership. This ensures your Sequencer flow continues smoothly while respecting system constraints.
Permission set configuration
Permission set configuration elevates access control to a new level of precision. The actor gives you three approaches to managing permissions:
- Remove access — clear all assignees at once, target specific users or groups for removal, or base your removals on field values.
- Append — add new users, groups, or field-based assignments while preserving existing assignees.
- Override — completely replace current assignees with your new configuration, whether that's specific users, user groups, or dynamic field-based assignments.
How these approaches work: These three approaches work seamlessly together, giving you control over who has access to your records at any time.
Limits and processing behaviour: Each permission set can accommodate up to 100 users and 10 user groups, providing ample room for complex organisational structures. While you can configure multiple setups for the same permission set, each configuration must stick to a single action type - for instance, you can't simultaneously append and override assignees for the same permission set. The actor processes these configurations sequentially from top to bottom, ensuring predictable and consistent results.
Any part of the configuration that cannot be executed (e.g., exceeding limits) will be completed but will not update the record or permission set. This ensures your Sequencer continues to function without interruptions, even if certain constraints aren’t met. Built-in safeguards prevent the assignment of 1TC users to permission sets, adding an extra layer of security to your access management.
Dynamic assignment: The ability to assign users or groups dynamically, based on field values, makes the actor highly adaptable to your unique business workflows. This thoughtful approach to access management means you can maintain robust security controls while ensuring your teams have exactly the access they need to operate efficiently. The Record Access Actor transforms complex permission management into a streamlined, reliable process that grows with your organisation.