Access levels and the "Anyone" default

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, change who has access to it, and delete it where the user's role permits.
• View and Edit — view and edit the item, but not delete it or change who has access.
• 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 items that support circles — such as posts, cases and Projects folders: Everyone, Current Circle or Only me. These items also let you add a Circle as well as users and user groups.
• On other items — such as tasks, contacts, Projects rows, and custom fields and sections: Everyone or Only me, with users and user groups only.

Most items start out open to Everyone, which shows as an Anyone entry in the access list, set to Full Access. This is the default state and means the item is not restricted.

To restrict an item:

1. Open the item's permissions control to bring up the Edit permissions panel. Where to find it on each item type is listed in The permissions menu (where it appears across items) (Document ID: 239).
2. Add at least one user, group or circle and set their access level.
3. Remove the Anyone entry.
4. Click Apply (or Save, on custom field and section settings).

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 — including who has access to it — and, where their role allows, delete it.
• Use View and Edit for people who need to change the item but should not delete it or change its access.
• 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 in the Edit permissions panel returns the item to its default (Everyone) state.