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App Permission Overview

Just like Solution permissions, a Member must be a Solution Manager for the Solution (or have the Administrator Role) to view or change App Permissions. You can read more about changing a Member’s Role in this article.

Note: By default, Apps inherit their permissions from the Solution’s permissions. That is reflected in the App Permissions modal, with the first of two options selected. This is what it looks like:

App Permissions are optimistic

Note that if individual SmartSuite Members or Teams 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 App that has been assigned. It is important to remember that this does not include the permissions assigned at the Solution level - you are overriding the Solution permissions, not adding to them!

Why App Permissions are useful

By configuring App Permissions, SmartSuite Solution Managers are able to customize a Solution by further narrowing the permissions granted to users at the Solution level and granting individual Members or Teams more limited access.

This is useful in a variety of situations where you may want a broad population of users to access an App or two, while holding back some of the data or internal workings of a department, team or other subset of your organization.

Available App Permissions

Unlike Solution permissions, you’ll notice that there are two options available:

Inherit from Solution

This default mode allows permissions to just flow down from the Solution, allowing all Members with permissions to the parent Solution to have the same level of access that is specified there.

Override Solution Permissions

Select the Override Solution Permissions option to get started configuring permissions that are specific to your app. This setting allows the Solution Manager to further restrict access to the selected app.

Once this option is selected, only those permissions you grant in the interface that is displayed will apply - permissions are no longer inherited from the Solution outside of restricting the selection of Teams and Members to those that have ANY level of permission at the Solution level. It’s important to note that Members and Teams must have access to the App's Solution to be available for selection.

When you add Members or Teams to the app's permission list, you must specify a level of access. The following options are available:

  1. Full Access. The Members or Teams have full access to the records in the app and can create, edit and delete any of them.

  2. Editor. The Members or Teams can create and edit their own records, but only view records created by other users.

  3. Contributor. The Members or Teams can create and edit their own records, but only edit other records if they are mentioned in an Assigned To field.

  4. Assignee. The Members or Teams can view and edit content they have been assigned, but cannot create, view, or edit any other content.

  5. Commenter. The Members or Teams can view all content but cannot create or edit any content.

  6. Viewer. The selected Members or Teams have read-only access to the records and cannot make any changes, create new records or delete existing ones.

As with Solution-level permissions, Members with the Administrator role or who have been added as Solution Managers for the current solution always have access to all data and configuration options within the app.

Configuring App Permissions

Opening the App Permissions interface is simple, just do the following:

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

  2. Click on the App you want to set permissions for.

  3. Select the downward arrow next to the App name.

  4. In the dropdown menu, click Permissions.

Leaving Override Solution Permissions selected with no teams or members specified will have the effect of restricting access to the App to Members with the Administrator role and Solution Managers for the current Solution.

To grant Members or Teams access to the App, follow these steps:

  1. Select one or more Members and/or Teams in any combination in the Add Teams or Members selector.

  2. Select the access level the group of Teams and/or Members should have.

  3. Click the Add button.

  4. Repeat this process for as many groups of Members and Teams necessary to provide the appropriate level of access to your App.

  5. When you are finished, click the Save button to apply your App permission settings.

You will see the Teams and Members you specified listed in the App Permissions modal like this:

NOTE: Changes to permissions are not applied until you click Save. If you try to close or exit the App Permissions dialog without saving your changes, you will be prompted to Exit without Saving or Save Changes.

Changing App Permissions

If you ever need to change the permissions configured for an App, simply open the App Permissions dialog back up and you’ll have the option to do the following:

  • Add additional groups of Members and Teams to the permissions list - it will work exactly the same way as previously described in this article.

  • Change the permission level of a particular Member or Team by clicking on its permission name and selecting a different option.

  • Removing a Member or Team by clicking the X that appears at the right side of the row when you hover the individual or Team.

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