Understand permissions

Understand permissions

A permission set is a group of rules that govern the accessibility of the app's components for the user. There are two predefined permission sets available for apps created from scratch: Read and Write.
  • Read - his permission will provide the user with 'Read only' access to all the app's components(forms, reports, etc.). Users with read permission will not be able to edit elements of the app.
  • Write - The write permission will provide the user with access to View and Edit all the components in the app.
The administrator of the app can also create custom permissions based on their requirements by visiting the User Permissions page in App Settings of the required application. The Permissions are application specific and the custom permissions can be configured for each of the applications in the Zoho Creator. The Add permission set pane is as follows:

The API Access option in the permission set will let you choose whether users with this permission will be able to use the APIs. This feature is helpful when the admin wants to prevent unauthorized usage of the available APIs.

The PII data option will let you choose whether the users with this permission will be able to access data marked as Personally Identifiable Information(PII). The PII can be enabled for a field by choosing the Contains personal data option in the Field properties pane in Form builder. For the Show option the fields to be shown should be selected in Field Permission tab for each module. The Field permission can be accessed by clicking on More option found adjacent to each module. When you choose Hide the fields with PII will be disabled and cannot be chosen in the Field Permissions.

The ePHI data option will let you choose whether the users with this permission will be able to access data marked as electronic Protected Health Information(ePHI). The ePHI can be enabled for a field by choosing the Contains health info option in the Field properties pane in Form builder. For the Show option the fields to be shown should be selected in Field Permission tab for each module. The Field permission can be accessed by clicking on More option found adjacent to each module. When you choose Hide the fields with ePHI will be disabled and cannot be chosen in the Field Permissions.

A permission set has four different categories of permissions: Module level, Record level, Feature level, and Field level.
  • Module level: Enable or disable the access to modules (tabs) 
  • Field level: Enable or disable permission to access the fields in a record. In addition you can restrict the access to edit the fields

List of permissions


  Sections

  Description

Module Permissions

 

To enable/disable the following permissions to the various modules and the records in them.

  • Access - Permission to allow or restrict access to the modules (Forms, Reports, and Pages) 

  • View - Permission to allow or restrict access to view reports within the application

  • Edit - Permission to allow or restrict access to edit records in each form within the application

  • Delete - Permission to allow or restrict access to delete records from each form within the application

  • More -

    • Import - Permissions to import records from each module that you own and 

    • organization-wide users

    • Export/print - Permissions required to export/print records from each module

    • View all - Permission to allow or restrict access to view all records in the associated reports by overwriting the configured role hierarchy and sharing rules associated with that module

    • Modify all - Permission to allow or restrict access to modify all records from each form within the application

    • Create new report - Permission to allow or restrict access to create new reports with each form within the application

    • Read comments - Permission to allow or restrict reading comments

    • Write comments - Permission to allow or restrict writing comments mentioning users in the application.

 

 

 

Note: If role hierarchy is enabled, then the 'View' permission will allow access to the records based on the role configured. If disabled, then all records will be visible(same as 'View All' permission)

Create new report  

The user can create a new report when this permission is given. This new report will be visible to all users that have access to the application. Zoho Creator provides you with different options to change your data into useful reports: List, Pivot chart and Pivot table. A Reports section gets added in the live mode of the application, where a new report can be created.
 
The newly created reports are grouped under the Reports section, and contain all the user-created reports. This section will be separate from the other components.

Assume an applicatioOrder Management, where a new report is created based on the New Employee form. The report will be listed under the New Employee form within the same section. However, when the user creates a new report for the New Employee form, it will be listed in the Reports section.
Note: When the Create new report permission is revoked, the reports that were created by the user before will still be visible to all users.

Read record comments
 
The users can read comments added by other users in a report. You cannot reply to the comments or mentions when this permission is given.
 
Write record comments 
The users 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.
 

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