This help page is for users in Creator 5. If you are in the newer version (Creator 6), click here. Know your Creator version.

Understand permissions

A permission set is a group of rules that govern the accessibility of the components of the app for the user. There are two predefined permission sets available:Read and Write. Selecting Read will give the user permission to read all the components of the app, while selecting Write will give the user permission to write in all components of the app. The admin of the app can also create custom permissions base on their requirements.

The Add permission set pane is as follows:

The API Access option in the permission set will let you choose whether users with this permission will be able to use the APIs. This feature is helpful when the admin wants to prevent unauthorized usage of the available APIs.

The PII data option will let you choose whether the users with this permission will be able to access data marked as Personally Identifiable Information(PII). The PII can be enabled for a field by choosing the Contains personal data option in the Field properties pane in Form builder. For the Show option the fields to be shown should be selected in Field Permission tab for each module. The Field permission can be accessed by clicking on More option found adjacent to each module. When you choose Hide the fields with PII will be disabled and cannot be chosen in the Field Permissions.

The ePHI data option will let you choose whether the users with this permission will be able to access data marked as electronic Protected Health Information(ePHI). The ePHI can be enabled for a field by choosing the Contains health infooption in the Field properties pane in Form builder. For the Show option the fields to be shown should be selected in Field Permission tab for each module. The Field permission can be accessed by clicking on More option found adjacent to each module. When you choose Hide the fields with ePHI will be disabled and cannot be chosen in the Field Permissions.

A permission set has four different categories of the permissions: Module level, Record level, Feature level, and Field level.

  • Module level: Enable or disable the access to modules (tabs)
  • Record level: Enable or disable permissions to View, Create, Edit, and Delete records
  • Feature level: Enable or disable permission to access features, such as Import and Export of data
  • Field level: Enable or disable permission to access the fields in a record. In addition you can restrict the access to edit the fields

List of permissions

SectionsDescription
Module-level PermissionsTo enable/disable the following permissions to the various modules and the records in them.
  • Access Form - Permission to allow or restrict access to the modules (Forms, Reports and Pages)
  • View - Permission to allow or restrict access to view records added by the user themselves in the chosen report within the application
  • Create - Permission to allow or restrict access to create records in each form within the application
  • Edit - Permission to allow or restrict access to edit records in each form within the application
  • Delete - Permission to allow or restrict access to delete records from each form within the application 
  • View all - Permission to allow or restrict access to view all records in the associated reports by overwriting the configured role hierarchy and sharing rules associated with that module
  • Modify all - Permission to allow or restrict access to modify all records from each form within the application
  • Create new report - Permission to allow or restrict access to create new reports with each form within the application
  • Read comments - Permission to allow or restrict reading comments
  • Write comments - Permission to allow or restrict writing comments mentioning users in the application

 

 

Import PermissionsVarious permissions required to import records from each module that is owned by you and organization-wide users
Export/Print PermissionsVarious permissions required to export /print records from each module
Note: If role hierarchy is enabled, then the 'View' permission will allow access to the records based on the role configured. If disabled, then all records will be visible(same as 'View All' permission)

Create new report

The user can create a new report when this permission is given. This new report will be visible to all users that have access to the application. Zoho Creator provides you with different options to change your data into useful reports: List, Pivot chart and Pivot table. A Reports section gets added in the live mode of the application, where a new report can be created.

The newly created reports are grouped under the Reports section, and contain all the user-created reports. This section will be separate from the other components.

Assume an application Order Management, where a new report is created based on the New Employee form. The report will be listed under the New Employee form within the same section. However, when the user creates a new report for the New Employee form, it will be listed in the Reports section.

Note: When the Create new report permission is revoked, the reports that were created by the user before will still be visible to all users.

Read record comments

The users can read comments added by other users in a report. You cannot reply to the comments or mentions when this permission is given.

Write record comments

The users can add comments in a report. You can reply to comments and mention other users by @tagging them. Notifications are sent when someone mentions you in the record comments.

Related Topics

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