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.
- Dashboard and action centre visibility may need an administrator. Configuring visibility for dashboards and action centres is not available to every user. If the setting is not available to you, your system administrator or SwiftFox Support may need to configure it.
Best practice
- Prefer groups and circles over individuals. Adding a group or circle 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 folder or a project rather than many columns or rows where possible. For sensitive matters, restrict the case so posts and tasks inherit automatically.
- 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, View and Edit for people who edit but should not delete, 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 or permissions to the whole group at once.
- 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).