Tip #40 - Control entity and field permissions using profiles

Tip #40 - Control entity and field permissions using profiles


Building profiles using permission sets equips you with the ability to permit and restrict data access to members belonging to those profiles. Creating different profiles with different combinations of permission sets allows you to set a hierarchical order of data access within the organization.

Although the default profiles come with well-defined permissions based on the user profile, you can alter them further to best suit the requirements of your organization.

Permissions are categorized as Entity Level and Field Level permissions. Learn more

Example

Let's assume you are a software development firm. Your team members include project managers, team leads, developers, testers, designers, sales persons, marketers, and many more. Let's say you have client details in your work items that you do not want to reveal to your developers, testers, and designers. You can navigate to their profile permission pages and hide the fields that relate to the client information. Following this, only those users with profiles that are not the mentioned three profiles will be able to view client related fields. This can ensure your client information is accessible only to relevant users.

Similarly, you've got client users in your workspace and you need to share with them the progress of the project without having to reveal all the data in your workspace. You can navigate to their profile page and enable entity level view access to specific modules like the backlog, sprint board, reports, and dashboards. Users with that profile will only be able to view the data in the said modules. So, the rest of your workspace data is secure.

Where can I define entity permissions?

  • Navigate to the settings page, Profile under Users section, and click the profile to modify the permissions. Select Entity Level Permission in the required module and enable or disable access based on the requirement.
  • Or, create a new custom profile and click the profile to go to the permission settings page.

Where can I define field permissions?

  • Navigate to the settings page, Profile under Users section, and click the profile to modify the permissions. Select Field Level Permission in the required module and set the actions that the user of that profile must possess.
  • Alternatively, navigate to Layouts and Fields section under Customization in settings. Open the required layout and hover over a field. Click the Edit field permission icon and go to the profile permission window of that field. Modify the edit, view, and hide field permissions for the required profiles. This permission will be applicable to all the members belonging to those profiles. Learn more
  • Or, navigate to the Available Fields tab in the Layouts and Fields section. Hover over the required field and click Set Permissions. The profile permission window of that field will appear for you to make modifications. Update the permissions for the required profiles.
Note: The configured field permissions will be applied to all the layouts that contain this field. For instance, if you have hidden a particular field for a user profile called "Marketer", users belonging to that profile will not view that field in any of the layouts that the field is used.

Available Plans

  • Entity Level Permissions- Elite, Premier, and Zoho One

  • Field Level Permissions- Premier and Zoho One


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