Common questions about how SwiftFox permissions work.
Where do I find the permissions control?
Look for the globe icon on a post, the Sharing permissions option or button on tasks, Projects folders/projects/rows and cases, and Set permissions on a contact (under Show more in the quick actions). For a Projects column, use the column header ⋮ → Column permissions. Custom fields and sections are restricted in Settings → Data & records → Custom fields, from the cog icon next to the field or section. See The permissions menu (where it appears across items) (Document ID: 239).
What access levels can I assign?
Full Access (view, edit, change who has access, and delete where your role permits), View and Edit (view and edit, but not delete or change access), or View only (view without editing). You set the level per user, group or circle entry, and different entries on the same item can have different levels.
What are the presets?
Items that support circles — such as posts, cases and Projects folders — offer Everyone / Current Circle / Only me. Other items — such as tasks, contacts, Projects rows, and custom fields and sections — offer Everyone / Only me. Everyone shows as an Anyone entry in the list.
Can I lock an item to specific people only?
Yes. Add at least one user, group or circle, then remove Anyone so that only the listed entries retain access, and click Apply.
What is the difference between users, groups and circles?
A user is an individual SwiftFox user. A user group is a role you configure in Settings; groups carry feature toggles, you can add any group to an item's permissions, and a group marked This role is a team can also be assigned tasks and uses the settings on its Group settings tab. A circle is a SwiftFox circle you can grant access to on items that support circles, such as posts, cases and Projects folders.
Do case permissions flow down to posts and tasks?
To posts, yes — posts created in a case inherit the case's permissions automatically. Tasks do not: a task created in a case starts visible to everyone unless you restrict it with its own Sharing permissions when you create it. See Case sharing permissions & inheritance to posts (Document ID: 171).
How do I control who can see a dashboard or action centre?
An action centre's visibility is set on the Permissions step of the Action Centre builder (Settings → Features → Action centres). Dashboard visibility is configured by your system administrator or SwiftFox Support. See Dashboards and Action Centres visibility (Document ID: 237).
Where do I assign users to groups?
Use Settings → Users & access → Users to place users into groups, or a group's Manage members tab. Use Settings → Users & access → User groups to create and configure the groups and their toggles.
Which feature toggles exist for groups?
Toggles are grouped by area: Action Centre, Administration, Automations, Calls, Dashboard, Documents, Email, Event Management, Finance Management, Form Management, Goals Tracking, List Management, Membership Portal, Pipelines, Posts, Profile Management, Project Management, SMS, SwiftFox AI, Tasks, Visits and Wizards. See User Groups and role feature toggles (Document ID: 248) for the full list.
Can I restrict individual custom fields or entire sections?
Yes. Go to Settings → Data & records → Custom fields, click the cog icon next to the field or section, set users or user groups and an access level, and click Save. See Restricting custom fields and sections (Document ID: 247).
What if I think I should see an action centre or dashboard but cannot?
Check with your system administrator first. If needed, SwiftFox Support can configure the visibility.
Why did removing "Anyone" hide an item from everyone?
You must add at least one user, group or circle before removing Anyone. If Anyone is removed while it is the only entry, no one can see the item. Re-add yourself or the intended entries to restore access.