Visibility Controls

Visibility Controls

From LongJump Support Wiki

Visibility Controls
Jump to: navigation, search

Visibility controls are an extension of Data Access Permissions that determine whether User data is available to other users - whether records in objects are visible or hidden, and optionally, whether the User has rights to modify data.

This table outlines the controls that are available for the following elements in the platform.

Element Visibility Visibility Control and Sharing
Report FoldersYes
Views and ReportsYes
NotesYes
ApplicationsYes
Documents (all file types, including Photos)A Public flag option creates a URL that can be viewed by anyone (no account/login is required)
Document Folders

(Folders in the Documents object, including Export Folders)

Yes
Home Page Yes

Contents

Visibility

The Visibility option controls the users, teams or roles who are permitted to view and use User data. Visibility controls can be applied in:

Learn more: Visibility Controls

File:Lock-tiny.gif

Users that have the Make Views/Reports Visible to Others permission can modify Visibility settings 

How it Works

To define the Users, Teams or Roles who have viewing rights, set the Visibility as follows:

Image:visibility.gif

Visible Only to Me
The view/folder is only displayed for you
Visible to Everyone
The view/folder is displayed for all users in your organization
Visible to Specific Users
The view/folder is displayed for selected users
Visible to Specific Roles
The view/folder is displayed for users with specified roles
Visible to Specific Teams
The view/folder is displayed for users in the specified teams

Visibility Control and Sharing

The Visibility Control and Sharing option defines which Users have access to data (data sharing with other users) and the Access Rights (ability to read and/or modify data). Visibility Control and Sharing can be applied in:

Learn more: Visibility Controls

File:Lock-tiny.gif

Users that have the Create/Delete Views/Reports/Homepages permission can set Visibility Control and Sharing options 


Setup Visibility Control and Sharing Options

These sections outline the visibility options for Pages, Folders and Calendars.

For a Page

To setup Page access rights and sharing:

  1. Navigate to a Home Page, click the Wrench icon File:WrenchIcon.png
  2. Select New Page or Edit this Page
  3. In the Basic Information section, enter the following information
    Title
    Page name
    Layout
    Choose from one, two or three columns
  4. In the Visbility Control and Sharing section, enter the following information
    Select a Share With option:
    Everyone
    Share with all Users, Teams and Roles
    User
    Share with select Users
    Team
    Share with select Teams
    Role
    Share with select Roles
    Select an Access Rights option:
    View Only
    Can only view
    Cannot modify properties or permissions
    View and Add
    Can add and view
    Cannot modify properties or permissions
    Administrator
    Can add and view
    Can modify properties and permissions
  5. Click the [Add] button to confirm addition of the new control and sharing permissions
  6. Click [Save]

For a Folder

To setup Folder access rights and sharing:

  1. Navigate to the Documents or Image Library object
  2. Select a Folder
  3. Click the [Folder Properties] button
  4. In the Basic Information section, enter the following information
    Folder Name
    Folder name
  5. In the Visbility Control and Sharing section, enter the following information
    Select a Share With option:
    Everyone
    Share with all Users, Teams and Roles
    User
    Share with select Users
    Team
    Share with select Teams
    Role
    Share with select Roles
    Select an Access Rights option:
    View Only
    Can only view
    Cannot modify properties or permissions
    View and Add
    Can add and view
    Cannot modify properties or permissions
    Administrator
    Can add and view
    Can modify properties and permissions
  6. Optionally, click the [Add] button to add additional control and sharing permissions
  7. Click [Save]
Considerations
  • Prior to Version 7.0, Visibility Control and Sharing Options were inherited from the parent folder when User/Team/Role was not explicitly defined.
  • Now, unspecified Users/Teams/Roles cannot inherit Visibility Control and Sharing Options from the parent folder, which protects the folder contents from Users/Teams/Roles that do not have permission to view the folder contents. In other words, Visibility Control and Sharing Options are specified individually for each folder and not inherited from parent folders.

For a Calendar

To setup Calendar access rights and sharing:

  1. Open a Calendar
  2. Click the arrow next to the name of the calendar of interest and select Edit Calendar Settings
  3. In the Visibility Control and Sharing section, complete the following information:
    1. Select a Share With option for which you'll specify permissions:
      Everyone
      Share with all Users, Teams and Roles
      User
      Share with select Users
      Team
      Share with select Teams
      Role
      Share with select Roles
    2. For each Share With candidate, specify the Access Rights:
      View Only
      View reserved time slots and meeting details
      View and Add
      View reserved time slots and meeting details. Add and modify Calendar items.
      Administrator
      View, add, and modify Calendar items. Modify Calendar settings.
    3. Click the [Add] button to create additional control and sharing permissions using the steps above.
    4. Click [Save]

Example

This table shows an example where Everyone (except the Interns team) can View the data in this Object, selected Users have View and Add rights, and selected Roles have Administrator rights. Additional rights access can be created by adding a new row to the section.

Access Rights / Level of Access
Share WithView OnlyView and AddAdministrator
EveryoneYNN
User: Sally YN
User: Linus NN
Team: InternsNNN
Team: Accounts Payable YN
Team: Disbursement NY
Role: Supervisor NY
Personal tools