Understand Portal Permissions
1. In a Nutshell
Portal permission sets allow you to decide which application components and data portal users can access and perform actions in, through a portal. Various profiles can be customized and assigned to different portal users, giving the organization full autonomy over access control and data security.
2. Availability
- Portal user permissions are accessible only in the paid plans of Creator.
- Only the super admin, admins, and developers can create and manage portal user permissions.
3. Overview
Any organization will want authority over how their data is circulated within external users. When a systemized structure which decides the access and doable actions of application data comes into place, both the data management and security measures are ensured.
In Creator, Portal User Permissions enables you to define various permission sets that govern the accessibility of an application's components and its data for portal users. While providing access to required data, it also shields other application data from users outside the organization. At the module level:
- By default, a permission set Customer exists in all applications upon creation. When portal users are initially being added, they are assigned to this permission set and can be reassigned if required. This set gives the portal user permission to access forms, view the data added by all users (records) in the reports, and access pages.
- You can also configure customized permissions which enables the portal user to perform actions such as accessing, viewing, editing, deleting records, and much more.
3.1. Use Case
Portal Permission to Access Report and Page - Say you've a construction company and have developed ties with a major supplier for different construction materials. You maintain the warehouse stocks and their movement in a form Warehouse Stocks and display their metrics in a dashboard. A portal will let the supplier (portal user) into your application and let them access components according to the assigned portal permission set. To achieve this, permission to access the form's report All Warehouse Stocks and the Dashboard, and not any other components, should be assigned to the supplier when they are added to the portal.
3.2. Navigation Guide
In the Settings tab of the Edit mode of the application, Portal User Permissions is situated under the Permissions section.
3.3. Actions in Portal Permissions
Zoho Creator lets you define a set of rules that focus on handling the access to application components and related actions. At the module level, you can enable or disable the permission to access the application's components (forms, reports, and pages); view, edit, delete, import, and export records.
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Sections
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Actions in Permission Set
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Description
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| Module Permissions |
Access
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Allow or restrict access to the chosen form/page.
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View
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Allow or restrict access to view records added by the portal user themselves in the chosen report.
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Edit
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Allow or restrict access to edit records added by the portal user themselves in the chosen report.
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Delete
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Allow or restrict access to delete records added by the portal user themselves in the chosen report.
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Permission actions under the More option
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Import
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Allow or restrict the import of records into a component for which this action is configured. They can be imported in the following formats:
Local storage - .xls, .xlsx, .xlsm, .csv, .tsv, .ods, .accdb, .mdb, .json, .numbers.
URL - .xls, .xlsx, .xlsm, .csv, .tsv, .ods, .accdb, .mdb, .json, .numbers.
Cloud service - .xls, .xlsx, .xlsm, .csv, .tsv, .ods, .json, .numbers.
Paste Data - .csv, .tsv.
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Export/Print
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Allow or restrict the export/print records from the component for which this action is configured. The data can be exported in the formats .xls, .pdf, .html, .xml, .json, .csv, .tsv.
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View all
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Allow or restrict access to view all the available records in the chosen report.
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Modify all
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Allow or restrict access to modify all available records in the chosen report. |
4. Points to Note
- While adding a user to a portal, they get assigned to the Default Permission configured while creating the portal, which can be reassigned if required. To give a different value for the Default Permission, you can update it in the portal's settings.
- When environments is enabled, any changes to the assigned portal permission sets will reflect on the portal users in the live mode only when the application is pushed to the Production environment.
- The number of portal permission sets that can be added to an application depends on your Creator plan. See our pricing page.
- Portal users cannot trigger API calls and therefore not use APIs for data manipulation.
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