Every entry you add to an item's permissions list is assigned an access level. This page explains the available access levels and how the default Anyone entry works.
Access levels
When you add a user, group or circle to an item, you choose one of three access levels:
- Full Access — view and edit the item, and delete it where the user's role permits.
- View and Edit — view and edit the item, but not delete it.
- View only — view the item without making changes.
You set the access level per entry, so different users, groups or circles on the same item can have different levels of access. For example, one team might have Full Access to a case while another has View only.
Presets and the "Anyone" default
When you open the Edit permissions panel, you can start from a preset:
- On tasks: Everyone or Only me.
- On posts, cases and contacts: Everyone, Current Circle or Only me.
Most items start out open to Everyone, which shows as an Anyone entry in the access list. This is the default state and means the item is not restricted.
To restrict an item:
- Open the item's Sharing permissions control to bring up the Edit permissions panel.
- Add at least one user, group or circle and set their access level.
- Remove the Anyone entry.
- Click Apply.
Once Anyone is removed, only the users, groups and circles you have listed can access the item, according to the access level you gave each one.
The golden rule
You must have at least one user, group or circle in the list before removing Anyone.
- If you remove Anyone while it is the only entry, no one will be able to see the item.
- Always add your intended entries first, confirm at least one is present, then remove Anyone.
Choosing the right level
- Use Full Access for the people who need to manage the item and, where their role allows, delete it.
- Use View and Edit for people who need to change the item but should not delete it.
- Use View only for people who need visibility but should not make changes.
- Use a group or circle instead of individual users where possible, so access stays correct as people join or leave.
- Leave Anyone in place when an item does not need restriction — only remove it when you specifically want the item to be private.
Tip
The Add me shortcut adds you to the list quickly, and Reset to default returns the item to its default (Everyone) state.