How to set permissions
Permissions control which records and other objects your active users can see and interact with. Permissions are established in groups called 'roles'. Each user must have at least one permission role.
Jump to...
Add a permission role
Landscape begins with a default set of permission roles. Add your own to further customize how your users interact with Landscape.
What do other organizations do?
The default set of permission roles is sufficient for the majority of small land conservation organizations where only a few staff wear a lot of hats.
Larger organizations with a multi-level reporting hierarchy, or those who have strict volunteer policies, are more likely to require custom permissions.
Prerequisites:
You must be an Administrator to add permission roles.
Instructions:
- Go to Settings > Account > Permissions.
- Click +Add Role.
- Give the new permissions role a name. Once you click OK, you will see your new role's settings in the panel on the right.
- Set this role's permissions. Read more about editing permissions, below.
- Optional: Add users to the new permissions role without leaving this page by clicking Edit Users in the top right corner, or scrolling down to the User List and clicking + Add User.
Users can also be assigned to permission roles from the user list.
Read more here: How to manage users.
Edit a permission role
A permission role's settings are first defined by data type, then by the level of access this role has to each type of data. Some data types have special access controls.
Prerequisites
You must be an Administrator to edit permission roles.
Instructions
- Go to Settings > Account > Permissions.
- Click on the role you wish to edit. The Administrator role is built in and cannot be edited.
- Click Edit Permissions. The available data types and their allowable permissions are defined in the tables below.
Portfolio Records and Projects
|
|
View | Edit | Contribute |
|---|---|---|---|
| All | User can see all records. | User can edit all fields of all records. User can add and remove other data types to all records. User can create and delete all records. | User can add other data types to all records. |
| Assigned to team | User can see records where they are the Lead or a Team Member. | User can edit and delete records where they are the Lead or a Team Member. | User can add other data types to records where they are the Lead or a Team Member. |
| Assigned to lead | User can see records where they are the Lead. | User can edit and delete records where they are the Lead. | User can add other data types to records where they are the Lead. |
| None | User cannot see any records. | User cannot create, edit or delete any records. | User cannot add other data types to any records. |
Contacts
|
|
View |
|---|---|
| All | User can see and edit all contacts. |
| Created by User | User can see and edit contacts they created. |
| None | User cannot see contact details besides Display Name, or edit any contacts. |
Attachments
|
|
View | Sensitivity Level |
|---|---|---|
| All | User can see all attachments. | n/a |
| Based on Sensitivity | User can view attachments based on sensitivity. Sensitivity is set on a per-attachment basis. |
Not Sensitive (default setting for all attachments): User can view all attachments marked as Not Sensitive. Sensitive: User can view all attachments marked as Sensitive or Not Sensitive. Highly Sensitive: User can view all attachments. |
| None | User cannot see any attachments. | n/a |
Species
|
|
View |
|---|---|
| All | User can see all species. |
| Hide certain categories | User can view all species except those in the categories selected. Species are managed in Settings > Species. |
| None | User cannot see any species. |
All Work Categories
Either set the permissions for every work item category at once, or define individual work item category permissions by clicking + Add work category. To remove a defined work category, click the red trash can icon.
|
|
View | Edit |
|---|---|---|
| All | User can see all work items in this category. | User can create, edit, and delete work items in this category. |
| Created by User | User can see work items they created in this category. | User can edit and delete work items they created in this category. |
| None | User cannot see any work items in this category. | User cannot create, edit, or delete any work items in this category. |
Delete a permission role
Avoid confusion and remove clutter by deleting roles that are no longer needed. Make sure users have been reassigned to other permission roles.
Prerequisites
You must be an Administrator to delete permission roles.
Users must be assigned to at least one permission role. Before deleting a role group, reassign any users in that role to their new group.
Instructions
- Go to Settings > Account > Permissions.
- In the permission role list, hover your mouse over the name of the role you wish to delete. The Administrator role is built in and cannot be deleted.
- Click the trash can icon to delete the role. You will get a message asking you to confirm this action.