TABLE OF CONTENTS
Purpose
The Shared Permissions page provides a centralised view of all records that have been shared across the organisation.
It allows system administrators to track which users, roles, or teams have been granted access to specific records, ensuring visibility and control over shared permissions.
Step-by-Step Guide To Manage Shared Permissions
- Navigate to Admin > Shared Permissions.
- Records shared with users, teams, or roles will be listed by default.
Note:
- A shared item will appear in multiple rows, one for each person it is shared with.
- Records remain listed as shared, even if Read or Update access was later revoked.
Filtering Shared Records to Your Requirements
To filter shared records, click ‘Filters’ and apply any of the following filters:
| Title | Description |
| Read | Displays records shared with Read access. |
| Update | Displays records shared with Update access. |
| Has Expiry | Shows records with an expiry date set. |
| Has Expired | Lists records where shared access has expired. |
| Shared With Type | Filters records based on whether they were shared with a user, role, or team. |
| Item Type | Filters records by custom type. Selecting a type enables further filtering by shared record(s). |
| Created At Range | Displays records shared within a specific date range. |
| Updated At Range | Filters records updated for sharing within a specific date range. |
| Expiry Date | Lists records with expiries within a selected date range. |
Managing Shared Records
Shared records can be managed from the Shared Permissions page as follows:
- Modify Read/Update Access – Adjust access by toggling the respective buttons.
- Share a Record – Click the ‘Share’ button under the ‘Actions’ column to extend access to other users with the appropriate permissions.
- Delete – Click ‘Delete’ to remove the record from the shared list.
Frequently Asked Questions
How can I revoke shared permissions on a record for a specific user?
Navigate to Admin > Shared Permissions, locate the shared record, and delete the user, role, or team from the shared list.
Why are records shown as 'shared' even when 'Read' and 'Update' permissions have been revoked?
Records remain listed as shared even after Read or Update access has been revoked. To remove them from the list, delete the list item from the shared permissions page.
Can I modify the shared permissions of a record?
Navigate to Admin > Shared Permissions, locate the shared record, and toggle the Read/ Update button to adjust the access.
Can I filter the shared records by register or user?
The filtering options in the Shared Permissions page support filtering by user but not filtering by register.
What happens if a shared record is deleted?
If an item is deleted or archived, its shared permissions are also removed and users will no longer have access to it. Restoring the item reinstates shared access.
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