Record permissions

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Configure object permissions on several levels:

  • Operation permissions. Learn more: Object operation permissions.
  • Column permissions. Learn more: Column permissions.
  • Record permissions. This article explains how to configure permissions to read, edit, and delete individual records of a particular object.

The system administrator can manage permissions to read, edit, or delete individual records, as well as the ability to delegate these permissions.

To enable the record permissions, toggle on the “Use record permissions” switch in the Object permissions section of the System Designer. The permission mechanism is based on the record authorship. If the record author is a member of the role specified in the “Record author” column, Creatio will grant permissions to the receiving role specified in the “User or role who obtains permissions” column. If the receiving role is subordinate, its management role will inherit the granted permissions.

By default, Creatio grants maximum access permissions to the following users:

  • The system administrators with permissions to the “Add any data,” “View any data,” “Edit any data,” and “Delete any data” system operations. These settings have a higher priority than the settings specified in the Object permissions section.

  • The record author and the management role of the author, including the ability to delegate permissions to other users.

  • The record owner and the management role of the owner, including the ability to delegate permissions to other users.

    Learn more: Share records.

Note. If object record permissions are disabled, the records will be available to all users with sufficient object operation permissions.

If record permissions are enabled, but there are no permission rules set up, the records will be available only to the author, the author's management role, the record owner, the owner's management role, as well as the system administrators.

If you are just getting started with Creatio, we recommend familiarizing yourself with the principles of Creatio object permissions in the e-learning course: User and role management, access permissions.

Example. Configure access permissions to the Opportunities section.

If a sales associate creates a record, all employees with this organizational role must have permission to view the record with the ability to delegate this permission, as well as edit the record, but not delete it.

If a supervisor creates the record, the associates must have permission to view and edit the record without the ability to delegate these permissions. The other supervisors must have full access to the record, including the ability to delegate permissions.

In this example, the record authors and the users who receive permissions are the members of the “Sales associates” and “Sales associates. Managers group” organizational roles.

  1. Click the btn_system_designer.png button to go to the System Designer, then open the “Object permissions” section.

  2. For example, select the “Sections” filter and open the “Opportunity” object to configure access permissions to the Opportunities section. Click the object name or title to open the permission setup page of the Opportunity object (Fig. 1).

    Learn more: Object permissions.

    Fig. 1 Selecting the section object and opening the permission setup page.
    chapter_obgect_permissions_administer_by_operations_section.gif
  3. Toggle on the “Use record permissions” switch to enable record permissions (Fig. 2).

    Fig. 2 Toggle on the record permissions
    chapter_objects_permissions_section_permissions_administer_by_records.png
  4. Click the Add button. In the box that opens, specify the record author user or role and the user or role that will receive permissions for the record. Use the search bar to quickly find the needed role or user. In this example, you need to add three records (Fig. 3).

    Fig. 3 Adding the record permission roles
    gif_section_object_permissions_select_groups.gif
  5. By default, access permissions are not specified. Click the btn_access_rights_select_permission.png button and select “Granted” btn_access_rights_granted.png or “Granted with right to delegate” btn_access_rights_granted_with_delegation.png options in the column that corresponds to specific permissions (read, edit or delete) for each user to determine the access levels. In this example, grant the following permissions (Fig. 4):

    Fig. 4 Configure the record permissions
    section_object_permissions_access_by_records_setup.png
    1. To allow sales associates to view records created by their colleagues and delegate this permission to other users, as well as edit the records, but not delete them, select the “Granted with right to delegate” btn_access_rights_granted_with_delegation00001.png checkbox for the “Sales associates” role in the Read column, and the “Granted” btn_access_rights_granted00002.png checkbox in the Edit column.

    2. To allow sales associates to view and edit records created by their managers, but not delete them, select the “Granted” btn_access_rights_granted00003.png checkbox in the Edit and Read columns for the “Sales associates” role.

    3. To allow supervisors to view, edit and, delete records created by their colleagues, as well as delegate these permissions, select the “Granted with right to delegate” btn_access_rights_granted_with_delegation00004.png checkbox for the “Sales associates. Managers group” role in the Read, Edit, and Delete columns of the records created by the “Sales associates. Managers group” role.

      Note. Unlike object operation permissions, the order of the record permissions does not affect their priority.

  6. Click Apply.

    Attention. If you configure access permissions for a section with existing records, you will need to run a permission update. Otherwise, the new permissions will apply only to newly created section records.

    Permission update is a resource-intensive procedure. Depending on the number of section records, as well as the number of affected users and roles, the update may take 3 minutes or more and affect Creatio performance. We recommend updating record permissions when the load on Creatio is the lowest to avoid this.

    Open the access permissions setup page and select “Update record permissions” in the Actions menu to apply new access permissions to existing section records (Fig. 5).

    Fig. 5 Start the update of object record permissions
    section_object_permissions_actual_access_rights.png

As a result of the update, Creatio will delete the default permissions and add new permissions. During the update, Creatio will not delete permissions you added manually to the record permission page or those configured as part of a business process.

Note. One role can have several record permissions. For example, these may be permissions you added by running the Update record permission action and obtained as part of a business process, as well as permissions you added manually and obtained as part of a business process.