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Updating permission levels for records and record types
Updating permission levels for records and record types
Easily update and have full control over access levels to your record and record types for other companies on your project
Hana Block avatar
Written by Hana Block
Updated over a week ago

Introducing record permissions, at the touch of a button companies now have full control over their Record and Record Type access levels. With company level permissions, you can manage access to your Record Types for each company working on your project.

Allow users permissions to view some associated records, edit others and keep your sensitive data completely hidden from sight – allowing your company and collaborators on your project the autonomy to configure and manage their materials according to their preferences.

In this article we'll explore:

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An overview of permissions:

At Matrak we understand the importance of keeping data safe and only providing information to collaborators who need it. You can easily grant the appropriate permissions and restrict external companies from seeing anything more than necessary for successful collaboration, ensuring each company has the correct visibility levels associated with their specific role on the project.

With our flexible permissions system you and your team can maintain ultimate authority over which collaborators are able view or edit records – so nothing is left unchecked.

Full access grants configuring power over Record Type properties affecting their collective records accordingly. While Can Edit grants editing privileges for all associated records of that type. For those that don't need full access or edit capabilities, Read-only allows viewing only rights; and Restricted Access hides these records from those who don't need to see them.

What are Record Types and Records?

Record Types provide the building blocks for efficient tracking of materials in even more granular detail. Easily configure Record Types to include different fields such as lists, web-links as well as numerical and photo fields tailored to the specific project needs - Then when creating associated records they will have inputs based on these details - making it easier for everyone involved in a project to stay up-to-date with accurate information.

Here's a breakdown of permissions levels for companies on your project:

Overview of permission levels for records and record types:

Advanced record permissions allows users to assign permissions for all Record Types within entire categories at once, while also enabling them to expand and delve deeper to manage specific Record types, fields, and lists as needed.

This allows for the efficient customisation of permissions within a particular category while minimising the complexity of managing other categories.

How to update group permissions:

To update permissions simple navigate to the 'Edit Record Types' page and right click on the Record Type you would like to update access for. This will bring up a menu where you can click on the new 'Advanced permissions' feature.

Once you're in the Advanced permission editor, you will see all the collaborators on your project at the top of screen, you can click on what Company you want to edit access for, or add multiple to edit companies access side by side. To remove a collaborator from your view, simply click it again.

Note: You will only see the Record Types you have 'Full Access' to, 'Full Access' means you have the permissions to change access levels for other companies, Record types you do not have 'Full Access' to will be hidden.

Step one:

Record Types are broken up into four categories: Materials, Containers, Locations and Tasks. If you want to update permissions for all Record Types in the 'Materials' category, simply select a new permission type in the 'all within 'Materials'' row.

To do this simply left click on the access level which will bring up a menu where you can select a new access level, such as 'Can edit' or 'Restricted'

Note: This change will apply to all Record Types, fields and LV within the 'Materials' category, allowing you to make bulk updates to many Record Types at once. To further examine the permissions of individual Record Types, click on 'Show Permissions'

Step two:

If you would like to change the access level to specific Record Types within 'Materials', simply click 'Show permissions' and you will see all the record types within that category.

By expanding the category, you can grant access to all the Record Types within it as a whole, without having to navigate through each one individually. In the above example we've assigned full access to 'Plumbing Fixtures' and restricted access to 'Loose items'

This means you can quickly assign permissions to entire Record Types, making it faster and more convenient to grant permissions to collaborators to Record Types as a whole.

Note: This will update the access within this Record Type to the one selected, including all fields and lists within it. To just change specific permissions within the Record Type, you need to further expand the Record Type in Step three.

Step three:

If you need to update access to specific fields such as Location, or Supplier name, you can click on the Record Type to further expand it. This allows you to make granular updates to your Record Type permissions where needed.

Note: If the you make access changes to fields within the record type, the Record Type access will update to ‘Mixed access’ to indicate that the whole record type is now not made up of one specific permission.

Record Permissions feature puts control at your fingertips, allowing you to easily manage access levels for Records and Record Types. With company-level permissions, you can grant access for companies to view and edit associated records while keeping sensitive data hidden.

Ensure that your data is secure while still providing the flexibility and autonomy that your teams need. Try out Record Permissions today and take your data management to the next level.

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