Managing Solution Permissions

How to use Solution permissions to give the right level of access to members and your teams

Peter Novosel avatar
Written by Peter Novosel
Updated over a week ago

SmartSuite supports several types of permissions and access controls. System-wide, there are user Roles that grant users Administrative access, Solution Creator access, or General user access (you can read about changing Roles here). To configure Solution Permissions, you must have either the workspace Administrator role or be listed as a Solution Manager for the Solution.

Solution Permissions can then be configured to customize the accessibility of individual Solutions, their Tables, and their records. There are three permission levels that you can select from:

  • All Members have full access. This is the default permission mode. Solutions with this level are open to all users in your SmartSuite workspace. Anyone can create, read, update, and delete all records in the solution.

  • Only these Team have full access. This permissions setting allows you to narrow that "all access" scope to just one or more Teams that you specify. This permissions mode is perfect for Solutions being used internally by a specific team, like Human Resources, Executive Management, or Security.

  • Advanced Permissions. This mode allows you to customize solution permissions for individual teams and even specific individuals, granting four different levels of permission ranging from full access to read only. This is a more advanced topic and will be covered in a separate article.

Note that Solution Managers are listed along the bottom of the dialog. The original Solution Creator (or Administrator) that creates a Solution is the initial Solution Manager. Solution Managers have full access to the solution, including the ability to configure permissions.

The Solution Manager can add or remove Solution Managers at their discretion. See this article for more details.

Working With Solution Permissions

Open the Solution Permissions interface

Opening the Solution Permissions configuration panel is simple - just follow these steps:

  1. Open your Solution by clicking on its name from the home screen.

  2. Click on the downward arrow next to the solution name.

  3. In the dropdown menu, click Permissions.

  4. The Solution Permissions dialog will then be displayed.

Configuring all member access

Configuring all member access is simple - it's selected by default, so you don't have to choose it at all. But if you're opening a Solution back up to full access, when it had a more restrictive option selected, all you have to do is check the All Members have full access option. This will remove any previous restrictions.

The number of members with access will be the same as the total active user count for your entire workspace.

Note: Any configuration settings made under the other two permission choices will be retained by the system - if you switch to a previously-configured Team or Advanced permission mode, your prior configuration settings will be restored.

Configure team-specific access

Configuring access for specific teams is easy as well: just select the option Only these Teams have full access, select the Teams that should have full access in the popup menu, and close the window, then click Done. That's it!

Again, the number of Members with access will be displayed, representing the total number of users in the Team or Teams you have selected.

Any of the Members of those Team(s) will have full access to the Solution, its Tables, and all records. Note that if a Member is removed from a Team, they will immediately lose all access to the Solution.

Configuring advanced solution permissions

Three other levels of access are possible as well:

  • Editor - The user can create and edit their own records, but only view records created by other users

  • Contributor - The user can create and edit their own records, but only edit other records if they are mentioned in an Assigned To field.

  • Viewer- The user can view the content but cannot create or edit it.

You can individually select a level of permission for each team member or give a specific team (or group of members) a comprehensive permission level.

Permissions are optimistic

Note: If individual SmartSuite Members are assigned multiple permissions (they might be listed as an individual, as a member of one or more Teams, etc.) that Member will have the highest level of permission to the Solution that has been assigned.

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