Permissions — Workflows: step-by-step

This page brings together the most common permissions tasks as complete step-by-step workflows. Each one assumes you will add at least one user, group or circle before removing Anyone, then click Apply.

A) Restrict a post to specific users, groups or circles

1. Create your post and click the globe icon under your name (it shows the current visibility, such as Everyone).
2. In the Edit permissions panel, under Add access for, choose User, User group or Circle; find and pick the entry.
3. Set the access level (Full Access, View and Edit or View only); click Add.
4. Ensure at least one entry is listed, then remove Anyone if you need exclusivity; click Apply.
5. Post. Only the listed entries will see it.

B) Restrict a task at creation

1. Open Create a task.
2. Under Permissions, click Sharing permissions.
3. Add users or groups and set each to Full Access, View and Edit or View only.
4. Confirm at least one entry is present, remove Anyone if required, and click Apply.
5. Click Create.

C) Lock down a Projects item (folder, project, column or row)

1. On a folder, project or row, open the ⋮ menu and select Sharing permissions (for a column, use the column header ⋮ → Column permissions).
2. Add users or groups with the appropriate access levels.
3. Remove Anyone if needed, then click Apply.

D) Set case permissions (with inheritance to posts and tasks)

1. When creating the case, use the Sharing permissions control at the top-right of the New Case drawer.
2. Add users, groups or circles with an access level.
3. Ensure at least one entry is listed, remove Anyone if desired, and click Apply.
4. Save. Any posts or tasks created under this case will automatically inherit these permissions.

E) Control a contact's visibility

1. Open the contact; in the quick actions on the right, click Set permissions.
2. Add users, groups or circles and assign an access level.
3. Remove Anyone if necessary, then click Apply.

F) Restrict a custom field or a whole custom field section

1. In the contact, click Manage at the top of the custom field section.
2. Click the cog (settings) icon next to the specific field or the section.
3. Choose Permissions; add users or groups and set the access level.
4. Click Apply.

G) Create a user group and assign feature permissions

1. Go to Settings → Users & access → User groups; click Add user group or open an existing group.
2. On the Permissions tab, toggle on or off the feature permissions the group should have.
3. (Optional) Tick This role is a team to allow assigning tasks and permissions to the entire group.
4. Go to Settings → Users & access → Users; open a user and assign them to the group.

H) Restrict dashboards or action centres by group

1. Confirm you or your administrator can configure visibility.
2. Set the visibility so only the intended group or groups can see the specific dashboard or action centre.
3. If the setting is not available, contact SwiftFox Support to apply the group-based visibility.