You decide who can view or edit a specific item with SwiftFox's permission controls. Most items open the same Edit permissions panel, but each item type reaches it from a slightly different place, and custom fields and sections keep their permissions in Settings instead. This page lists where to find the control for each item type.
How to recognise it
Look for one of these entry points:
- A globe icon — on a post, under your name (it shows the current visibility, such as Everyone).
- A Sharing permissions option or button — on tasks, Projects folders, projects and rows, and cases.
- Column permissions — on a Projects column.
- A Set permissions quick action — on contacts.
- A permissions section in the field or section settings — on custom fields and custom field sections, in Settings.
Where to open it on each item
Posts
While composing a post, click the globe icon under your name (it shows the current visibility, such as Everyone) to open the Edit permissions panel.
Tasks
In the Create a task pop-up, under Permissions ("Control who can view or edit this task."), click Sharing permissions.
Projects items
On a folder, a project or a row, open the ⋮ menu and choose Sharing permissions. A row's ⋮ sits at the right-hand end of the row. On a column, open the column header ⋮ menu and choose Column permissions.
Cases
When creating a case, click Sharing permissions at the top of the New Case drawer.
Contacts (people and organisations)
Open the contact. In the quick actions beside the business card, select Show more, then click Set permissions.
Custom fields and sections
Custom field permissions are set in Settings, not on the contact:
- Go to Settings → Data & records → Custom fields and choose the tab for the record type (for example People or Organisations).
- Click the cog icon next to the section or the field.
- Set the access in the permissions controls in the panel that opens, then click Save.
Full detail: Restricting custom fields and sections (Document ID: 247).
What the Edit permissions panel lets you do
Wherever you open it, the Edit permissions panel reads "Grant access by adding users and groups. Only people listed below will have access." It lets you:
- Choose a preset. Items that support circles — such as posts, cases and Projects folders — offer Everyone, Current Circle and Only me. Other items — such as tasks, contacts and Projects rows — offer Everyone and Only me.
- Add access for a User or a User group — or a Circle, on items that support circles — with an Add me shortcut.
- Set each entry to Full Access, View and Edit or View only. See Access levels and the "Anyone" default (Document ID: 244).
- Keep or remove the default Anyone entry.
- Apply your changes, or Reset to default.
Custom field and section settings carry the same presets, Add access for, Access level and Anyone controls inside their own panel, and you click Save rather than Apply.
Important rule
You must include at least one user, group or circle before you remove Anyone. If you remove Anyone with no other entries present, no one will be able to see the item.