Plan Availability | Enterprise & Signature |
Permissions | Solution Creators - Can create, modify, and delete record-level permission rules in Solutions they manage. |
Related Reading |
Dynamic Record Permissions allow you to fine-tune access to records, tabs, and sections in a Table. These rules work in addition to existing Table-level permissions, giving you more control over what users can see and do.
What Are Dynamic Record Permissions?
Also known as Record-Level Permissions, these rules:
Let you apply detailed access restrictions for specific users or Teams.
Only restrict access; they can’t grant more permissions than a user already has.
Can apply to entire records, specific tabs, or individual sections.
You can define multiple rules per table. Conflicting rules are automatically resolved by the system favoring the more restrictive settings.
How to Use Record-Level Permission Rules
You Can:
View all existing rules in a central list
Add new rules
Edit existing rules, including toggling them on and off
Delete rules that are no longer needed
How to Create a Rule
Each rule includes:
Rule Title & Description
Target Audience – who the rule applies to
Restrictions – which actions are blocked (View, Edit, Create, Delete)
Scope – what the restriction applies to (Record, Tab, Section)
Step-by-Step: Adding a New Rule
Go to the Dynamic Record Permissions area in your Table settings
Click Add Rule
Fill in the Rule Header:
Name (unique per Table)
Optional description
Choose the Target Audience:
Everyone (default)
Only Selected (choose specific Teams, Members, or Permission Types)
Everyone Except (choose who is excluded)
Define the Restrictions:
Choose from View, Edit, Create, or Delete
Set when the restriction applies: Always or When Conditions Are Met
Set the Scope of restriction:
Record, Tab(s), or Section(s)
Click Save to apply the rule immediately
Target Audience Options
You can apply rules to:
Everyone (default)
Only Selected, including:
Teams
Individual Members
Permission Types (e.g., Contributor)
Everyone Except selected users or groups
Types of Restrictions
1. View
Prevent users from seeing certain Records, Tabs, or Sections
If a user can't view something, they also can't edit or delete it
2. Edit
Block editing of records, tabs, or sections
Users who can’t edit something also can’t delete it
3. Create
Block the ability to add new records (unconditional)
4. Delete
Restrict deletion of all or specific records
Each restriction can be configured to always be applied or only when conditions are met (e.g., Status = Completed)
Example Rules
"Sales Team can't view records where Status = Completed"
"Only HR Team can create new records"
"Management Team can edit Tab A when Status = In Review"
"Everyone except Contractors can delete records"
Scope of Restriction
You can apply restrictions at three levels:
Level | Description |
Record | Applies to the entire record |
Tab | Applies to all fields grouped within a specific tab |
Section | Applies to all fields within a section inside a tab |
Important: If a rule hides a Tab or Section, it overrides any display logic defined elsewhere.
Rule Priority and Conflicts
When multiple rules exist, SmartSuite resolves them using clear logic:
Rules for Same Audience (Same Cohort)
The strictest rule wins
Example:
Rule 1: Sales Team can edit
Rule 2: Sales Team cannot edit
Result: Sales Team cannot edit
Rules for Different Audiences (Different Cohorts)
The least strict rule wins
Example:
Sales Team cannot edit
User A (part of Sales Team) can edit
Result: User A can edit
Priority Order
Level | Priority |
Record | Highest |
Tab | Medium |
Section | Lowest |
If editing is restricted at the record level, tab/section permissions are ignored.
Defaults When Adding Rules
Action | Default Restriction |
View | View only certain records with default condition |
Edit | Edit only certain records with default condition |
Create | Can't create records |
Delete | Can't delete any records |
Default Condition: Same as SmartSuite’s Filter control (e.g., “Status is Completed”)
Validation Rules
Rules must have an audience — otherwise, they are invalid
If Tabs/Sections are selected, at least one must remain present in the Table layout
If a rule uses conditions:
Field must exist
Operator must be selected
Value must be provided
If a rule becomes invalid (e.g., a field or team is deleted), it will not be applied until corrected.
Rules Overview Page
Easily manage your rules in a single view:
Each rule shows:
Title
Description
First Created / Last Updated
Restricted Actions
Options available via the 3-dot menu:
Edit
Duplicate
Delete
Rules are collapsed by default. Click to expand and edit.
Practical Scenarios and Use Cases
Departmental Access Control
Scenario: HR wants to block access to certain records with sensitive data.
Solution: Create a rule that restricts viewing/editing records where “Status = Confidential” for all teams except HR.
Workflow-Based Permissions
Scenario: Only allow editing records when they reach a specific status.
Solution: Define a rule that permits editing only when “Status = Approved.”
Restrict Record Creation by Role
Scenario: Only Managers should be able to add new records.
Solution: Set a Create restriction for all except users with the “Manager” permission type.