SwiftFox permissions let you control exactly who can see and edit specific items across your account — including posts, tasks, cases, Projects items, contacts, custom fields and sections, dashboards and action centres. Most items open the same Edit permissions panel, reached from a slightly different control on each item type, so the idea works the same way everywhere. See The permissions menu (where it appears across items) (Document ID: 239).
The two layers of permissions
SwiftFox permissions operate on two layers that work together. Group-level permissions (role feature toggles) decide which features a user group can access at all; item-level permissions decide which specific records within a feature a user can view or edit. A user needs both — the group toggle for the feature, and access to the individual record.
Group feature toggles are documented in full in User Groups and role feature toggles (Document ID: 248), including where to create and configure groups, how permissions combine across groups, and the complete list of toggles by feature area. The rest of this page covers the item-level layer, which you set from the Sharing permissions control on an item.
What you can restrict
The Sharing permissions control (and inheritance, where it applies) covers:
- Posts — restrict an individual post to chosen users, groups or circles.
- Tasks — restrict a task at the point of creation.
- Cases — restrict a case; posts created in it inherit the case's permissions automatically (tasks do not).
- Projects items — restrict a folder, a project, a column or a row.
- Contacts — restrict the visibility of a person or organisation record.
- Custom fields and sections — restrict an individual custom field or a whole custom field section.
- Action centres — restrict visibility on the Permissions step of the Action Centre builder. Dashboard visibility is set by your system administrator or SwiftFox Support. See Dashboards and Action Centres visibility (Document ID: 237).
Access levels
Each user, group or circle you add to an item is given an access level. SwiftFox provides three:
- 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.
By default most items are open to Everyone, shown as an Anyone entry in the access list. Once you add at least one specific user, group or circle, you can remove Anyone to make the item private to only the people you have listed.
Circles
On items that support circles — such as posts, cases and Projects folders — you can also grant access to a circle, and use the Current Circle preset to limit an item to the circle you are working in. Tasks, contacts, Projects rows, and custom fields and sections offer the Everyone and Only me presets only.
Inheritance
Cases are special: any posts created in a case inherit the case's permissions automatically, so you can secure a sensitive matter's notes and emails once at the case level. Tasks created in a case do not inherit — they start visible to everyone unless you restrict them when you create them. See Restricting Posts, Tasks and Cases (with case inheritance) (Document ID: 236).
A simple way to think about it
- Use group feature toggles to decide what each role of staff is allowed to do in SwiftFox overall.
- Use item-level permissions to lock down the individual records that only certain people should see.
- Use case inheritance to protect a matter's posts at once, and restrict its tasks individually.
- Use dashboard and action centre visibility to control which groups see which reporting and workspaces.
Manage Saved Views
Manage Saved Views sits in the Administration section of the user group permission list, between Manage Sidebar and Target Areas. The product describes it as "Create, edit, and delete shared saved views".
It is a single flag covering every management action on a saved view — creating, saving changes, renaming, duplicating and deleting — on the Emails, Forms, Events and Projects tables. There is no separate permission for creating as opposed to editing.
Users without the permission can still switch between saved views and change the filters, sort and columns on their own screen. They simply cannot save those changes, and the Create saved view control, the Save to view button and the view tab's three-dot menu are unavailable to them.
Because saved views are shared across the organisation rather than personal, granting this permission means granting the ability to change what colleagues see. See Saved views on the Emails, Forms and Events tables (Document ID: 431).