How to Limit Read or Edit for Certain Custom Fields in Project Insight

Short video explains how to limit Read or Edit permissions on custom fields by role, company, department, user, or group;.

Transcript:

Within your custom fields, you can limit access for reading purposes or even just editing purposes on a field-by-field basis to certain users in your system globally. To do so, you'll go to the permissions tab on a custom field. This is the same area that you would use to edit or create a custom field. You'll see permissions, and this is an Enterprise-only feature. The first thing you'll see there is "Visible to Client User." By default, fields are not visible to client users, which means they can't see or edit them at all.

Below that, for normal users, you'll have the option to limit this field by read and edit capabilities. If you leave everything blank, then normal users can see and edit all the fields, assuming they have permission on the item first. This means that once they have permission on the item, you can control whether they can see a certain field or not.

If you want the field to be visible to a client user, you'll check this box, and then it will show up for that client user. If you want to limit just a field to system administrators, you can check the box. Now, only system administrators will be able to see this field.

If you want to specify that both system administrators and someone from Company ABC can access this field, then it will be available to anyone who is a system administrator or someone from Company ABC. Similarly, if you want to allow anyone in Company ABC or the marketing department to see this field, then both groups will have visibility.

The same exact behavior exists for editing. Once you set any values in these fields, you can restrict access accordingly. For example, members of Company ABC can edit, and the marketing team can also edit. Those will be the only people who can see and edit these fields. However, if you want both ABC and marketing to see the field but restrict editing to only Company ABC, this is one way to allow your forms to be dynamic based on individual teams within your system.

Some clients have asked us how to hide certain fields because a particular department does not need them. In such cases, you could use this feature to limit a field to only the accounting department and any system administrators. These are the ways that you can control access on a field-by-field basis, managing how users can reach some of your custom fields.