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. Where each control lives is described in The permissions menu (where it appears across items) (Document ID: 239).

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 user 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.

Full detail: Task sharing permissions (Document ID: 137).

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 user groups — or circles, where the panel offers Circle — with the appropriate access levels.
3. Remove Anyone if needed, then click Apply.

Full detail: Restricting Projects items (folder, project, column, row) (Document ID: 245).

D) Set case permissions (with inheritance to posts)

1. When creating the case, click Sharing permissions at the top 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. Click Create to save the case. Any posts created in this case will automatically inherit these permissions.
5. Tasks created in the case do not inherit — restrict each one when you create it (workflow B). See Case sharing permissions & inheritance to posts (Document ID: 171).

E) Control a contact's visibility

1. Open the contact. In the quick actions beside the business card, select Show more, then click Set permissions.
2. Add users or user groups and assign an access level.
3. Remove Anyone if necessary, then click Apply.

Full detail: Restricting Contacts (Document ID: 238).

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

1. Go to Settings → Data & records → Custom fields and choose the record type tab (for example People).
2. Click the cog icon next to the section or the field.
3. In the permission controls, add users or user groups and set the access level; remove Anyone if required.
4. Click Save.

Full detail: Restricting custom fields and sections (Document ID: 247).

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 to the entire group and to use its Group settings (default tags, restrict-by-default options, export limits).
4. Add people on the group's Manage members tab, or go to Settings → Users & access → Users and assign a user to the group there.

Full detail: User Groups and role feature toggles (Document ID: 248).

H) Restrict an action centre or a dashboard by group

1. For an action centre: go to Settings → Features → Action centres, open the action centre to edit it, and go to the Permissions step of the Action Centre builder. Add the users or user groups who should see it, remove Anyone, then finish the builder. Full detail: Creating an Action Centre & permissions (Document ID: 152).
2. For a dashboard: visibility isn't set from the dashboard screen. Ask your system administrator or SwiftFox Support to set which groups can see it.

Full detail: Dashboards and Action Centres visibility (Document ID: 237).