Explanation of Record Permissions
When in Edit mode, one of the tabs on an Object class is Permissions.
The Permissions tab contains sub tabs for:
This article is designed to explain what each of the options in a Record permissions set means.
A Record permissions set includes permissions pertaining to Object records within the class and Tasks associated with the record.
Default owner permissions
The Record Owners' Permissions are set by default and are fully enabled. These permissions cannot be edited.
A User who creates a record will immediately become its Owner and as such they will be able to:
- Assign a Record Permission set to other Users
- Revoke another User's access to the record by removing the Permission set
- Give up ownership
However, having done the latter, if they are not the Owner of the Object class or a User with a Super Admin account type, they will not be able to get ownership back. They will lose access to the record unless they have other permissions which allow this.
An Object class owner or a user with a Super admin account type can create and edit Record permission sets.
Example shown below
The larger screenshot further below shows the default Record Owner permissions and a permission set for Mortgage Reviewer.
| It is worth pointing out at this stage, that a User with this Record permissions set will also need Class permission/ Object class/ List. This will allow "Records" to appear in the main navigation menu, and the Object class can be selected in the Records list filter. | Screenshot 2024-08-14 at 12.29.51.png |
| Screenshot 2024-08-14 at 12.36.53.png |
With these Record permissions, and List under Class permissions, the Mortgage Reviewer:
- Can view the records for which they are granted this Permission set
- Can view all the tasks associated with these records
- Cannot edit or delete any records
- Cannot complete or delete any tasks
Note: Unlike for Class Permissions, there are no avatars to show which Users have been granted these Permission sets. This is because access is given from individual records.
In a following article, we will see how other Users can be given Ownership or a Record permission set.
Summary of Record permissions and what they mean
NB: Throughout, it is assumed that the Mortgage Reviewer has been granted Class permission/ Object class/ List.
| Object Record | ||
| Screenshot 2024-08-08 at 17.51.24.png | VIEW The User can view the summary and activity log in the side panel. They can generate and download documents from the templates tab but cannot file them on the record. The user has no access to the tasks associated with the record, hence "No results" on this tab. The Record access tab is not available. They can view the full record via the "Open" option in the Actions menu, but they are not able to edit or delete the record. | |
| Screenshot 2024-08-08 at 17.53.22.png | ||
| Screenshot 2024-08-08 at 18.03.41.png | EDIT Again, the Actions menu will contain the option to Open the record. However, once open the User can edit the record. They cannot delete it. The user has no access to the tasks associated with the record, hence "No results" on this tab. Summary and activity log are available to view. Documents can be generated, downloaded or saved to a field on the record. The Record access tab is not available. | |
| Screenshot 2024-08-14 at 13.00.36.png | ||
| Screenshot 2024-08-08 at 18.09.14.png | DELETE The User can view the summary and activity log in the side panel. They can generate and download documents from the templates tab but cannot file them on the record. The user has no access to the tasks associated with the record, hence "No results" on this tab. The Record access tab is not available. The User can delete the record but although they can open it to view it they cannot edit it. | |
| Screenshot 2024-08-14 at 13.06.21.png | ||
| The Edit and Delete permissions cannot be applied without the View permission. This will automatically enable if either Edit or Delete is enabled. |
| Tasks | ||
| Screenshot 2024-08-12 at 16.52.27.png | CREATE In the "normal" user interface, tasks cannot be created from the Tasks list, so the User will need Record access in order to create a Task from a Task template. Therefore, as a minimum, Object record/ View permission should be granted. As described above, it follows that the User will also need Class permission/ Object class/ List. Task templates with the Task creation mechanism set to Manual will be available. When the Create permission is enabled, all other permissions in this section are automatically enabled. This means that the User can: - Save and Complete tasks - Assign and Reassign ownership of the task The User will be able to create tasks for all records they are assigned to. | |
| Screenshot 2024-08-14 at 13.17.45.png | ||
| Screenshot 2024-08-12 at 18.06.29.png | VIEW ALL Again, this permission is only useful if the User is granted the Object record/ View permission and the Class permission/ Object class/ List. This allows the user to see and identify the record to which Tasks in the Task List belong. The User can view all tasks for all records they are assigned to. They will be able to do this from the Tasks list via the Actions menu/ View or from the record's Tasks tab in the side panel. They will not be able to enter data, save or complete the task. | |
| With Class permission/ Object class/ List and Object record/ View permission Screenshot 2024-08-12 at 18.14.22.png | ||
| Screenshot 2024-08-12 at 18.12.58.png | ||
| Without Class permission/ Object class/ List and Object record/ View permission: record data is hidden Screenshot 2024-08-14 at 13.32.27.png | ||
| Screenshot 2024-08-14 at 13.40.48.png | EDIT ALL This permission will make no obvious change to the normal User experience as tasks are not editable from the user interface. However, it will allow a User to make PATCH API calls to edit the Due Date of a Task associated to a record. This could be done via a third party application such as Postman. In this case, the User is granted edit task permission for all tasks associated with all records they are assigned to. As an alternative, a User needing to do this type of activity may have a Config Admin account type and a Role which allows them to create/edit task templates and sequences. This would grant global permissions rather than to one Object class. | |
| Screenshot 2024-08-12 at 19.56.20.png | COMPLETE ALL As before, this permission should be granted with the Object record/ View permission and Class permission/ Object class/ List so that the User is able to see and identify records to which tasks belong. Users can complete all tasks associated with records they are assigned to. They will be able to do this from the Tasks list or from the record's Tasks tab in the side panel. | |
| Screenshot 2024-08-12 at 19.59.13.png | ||
| Screenshot 2024-08-12 at 19.58.09.png | ||
| Screenshot 2024-08-14 at 14.02.43.png | ASSIGN ALL Again this permission should be granted with Object record/ View permission and Class permission/ Object class/ List so that the User is able to see and identify records to which tasks belong. Users will be able to do the following for all tasks of records where they are given this permission set: - Save and Complete tasks - Assign and Reassign ownership of the task | |
| Screenshot 2024-08-14 at 14.00.32.png | ||
| When Edit all or Complete all is enabled View all is automatically enabled. When Assign all is enabled, View all and Complete all are automatically enabled. |