​​ What Does This Page Cover?

Overview

Permissions in Creator

1. Read - Gives the user permission to view the data added by themselves (records) in the application.
2. Write - Gives the user permission to edit data added by themselves (records) in the application.
   
3. Custom permissions - Customized permissions which enables the user to perform actions such as accessing, viewing, editing, deleting, and much more.

See How It Works

Use Case

1. A permission set can be customized with View All access for the distributers to view all the records of the Add Distribution Areas form.
2. Another permission set can be customized with View All access for the suppliers to view all the records of the Add Supplier Details form.

Navigation Guide

Note : 

1. Field Permission can be accessed by clicking on More option found adjacent to each component.
   

1. PII and ePHI can be enabled for a field by choosing the Contains personal data   and Contains health info option in the Field Properties pane of form builder respectively.

1. Module level: Enable or disable the access to application's components (forms, reports, and pages).
2. Field level: Enable or disable permission to access/edit the fields in a record.

Sections	Actions in Permission Set	Description
Module Permissions	Access	Allow or restrict access to the chosen form/page.
	View	Allow or restrict access to view records added by the user themselves in the chosen report.
	Edit	Allow or restrict access to edit records added by the user themselves in the chosen report.
	Delete	Allow or restrict access to delete records added by the user themselves in the chosen report.
	Permission actions under the More option
	Import	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.
	Export/Print	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.
	View all	Allow or restrict access to view all the available records in the chosen report.
	Modify all	Allow or restrict access to modify all available records in the chosen report.
	Create new report	Allow or restrict access to create new reports with each form in the live mode of the application. Learn more Note : The reports that were created by a user holding the Create new report permission will be visible to all users even after the permission is revoked.
	Read comments	Allow or restrict reading comments. If allowed, the user can read comments added by other users in a report. You cannot reply to the comments or mentions when this permission is given.
	Write comments	Allow or restrict writing comments mentioning users in the application. If allowed, the user can add comments in a report. You can reply to comments and mention other users by @tagging them. Notifications are sent when someone mentions you in the record comments.
Field Permissions	Visibility	Allow or restrict access to view the chosen field's records.
	Read Only	Restrict or allow the edition of the chosen field's records.

Achieving Granular Access Control Using User Permissions

Each of the above features allows you to create a different type of exclusive access for users, to the data of an application. They work in different ways to achieve the intricate control of data that an organization needs.

Permissions vs Role Hierarchy

This table explains which records a user can access when they are assigned with the permissions listed below.

Permission Set Actions	Role hierarchy Disabled	Role hierarchy Enabled
View	Records added by them.	Records added by them.
Edit	Records added by them. Records added by their subordinates.	Records added by them. Records added by their subordinates.
View All	All records.	All records.
Modify All	All records.	All records.

Data Sharing vs Permissions

Data sharing rules allow the records of a report to be shared from one user/role to another. However, the shared data will be accessible by the receiver only if they have the permission to access that report.

Data Sharing vs Role Hierarchy

Data sharing rules overrule role hierarchy and allow users/roles to access shared data.

Usecase : Say you add a user, Teresa, to an application. You assign her a role and a permission set while adding her to the application. A few scenarios are explained below to bring more clarity on how you can use User Permissions to define which records she can access.

1. Scenario 1 - To let her access and delete only the records added by herself in a report, you assign her with a permission set that allows View, Edit, and Delete actions.
2. Scenario 2 - To let her access both, her records and the records of her subordinates, you enable role hierarchy.
3. Scenario 3 - To customize the sharing of records from a role/user to her (when she does not have access by default), you define a data sharing rule.
4. Scenario 4 - To let her view all the records of a report regardless of who added it, you assign her with a permission set that allows View All /Modify All  actions.
   

Points to Note

1. While adding a user to an application, they need to be assigned with a permission set created from the Permissions page.
2. Admins cannot be assigned with permission sets but can view all the data in an application.
   
3. Developers cannot be assigned with permission sets. When environments is:
1. Disabled - They have access to all the data of the application.
   
2. Enabled - The option to let them access and publish to Development and Stage can be chosen while adding them. They will not have access to the Production environment and therefore to the data of the application.
4. When Create new report action is disabled in a permission set for a user, they will continue to have access to the reports previously created by them.
5. When environments is enabled, the configured permission sets will reflect on the users in the live mode only when the application is pushed to the Production environment.
   

Limitations

1. The number of permission sets that can be added to an application depends on your Creator plan. See our pricing page.

Related Topics

1. Create and Manage Permissions
2. Understand User Permissions
3. Understand Roles and Role Hierarchy
4. Understand Data Sharing
   
5. Understand Users