Keep these limitations and best-practice tips in mind when configuring permissions.
Limitations
- At least one entry is required. You must include at least one user, group or circle in the permissions list before removing Anyone. If you remove Anyone with no other entries, no one will be able to see the item.
- System-generated posts are excluded. The Edit Any Posts group toggle does not apply to system-generated posts; those cannot be edited even by users with that permission.
- Case tasks don't inherit case permissions. Posts created in a case take the case's sharing; tasks created in a case start visible to everyone unless you restrict them.
- Dashboard visibility needs an administrator. An action centre's visibility is set on the Permissions step of the Action Centre builder by someone with Action Centre Management. Dashboard visibility is not set from the dashboard screen; your system administrator or SwiftFox Support configures it. See Dashboards and Action Centres visibility (Document ID: 237).
- Not every item supports circles. Posts, cases and Projects folders offer the Current Circle preset and a Circle option. Tasks, contacts, Projects rows, and custom fields and sections offer users and user groups only.
Best practice
- Prefer groups and circles over individuals. Adding a group (or a circle, where the item supports circles) keeps access correct automatically as people join or leave, and is faster than naming individuals.
- Restrict at the highest sensible level. For Projects, restrict a whole project rather than many columns or rows when the whole project is sensitive. For sensitive matters, restrict the case so its posts inherit automatically, and restrict each task in the case when you create it — tasks don't inherit.
- Add before you remove. Always confirm at least one user, group or circle is in the list before removing Anyone.
- Match the access level to the need. Use Full Access for people who may need to delete or change who has access, View and Edit for people who edit but should not delete or change access, and View only for people who just need visibility.
- Use field and section permissions for partial privacy. When a record should stay visible but specific information should not, restrict the custom field or section instead of the whole contact.
- Match group toggles to roles. Switch on only the features each role needs, then place users in the matching group, so access is correct and easy to maintain.
- Use teams for shared work. Tick This role is a team when you need to assign tasks to the whole group at once, or to use Group settings such as default tags and export limits. Any group, team or not, can be added to an item's permissions.
- Review when staff change. When someone changes role or leaves, update their group membership so item-level and team-based access updates with them.
- Check both layers when troubleshooting. If a user cannot access something, confirm both their group feature toggle for the feature and their presence on the item's permissions list (or that the item is open to Anyone).