Solution Permissions | SmartSuite Help Center

Learn how to control Solution permissions for your members and teams. This guide covers permission levels, how to set them, and practical use cases for managing access to your Solutions in SmartSuite.

Plan Availability	All plan types
Permissions	Administrators and Solution Managers can configure Solution permissions.
Related Reading	Field Permissions, Table Permissions

What Are Solution Permissions?

Solution permissions define who can access individual Solutions and their associated data in SmartSuite. These permissions complement user roles to provide more specific access control. Permissions can be configured for individual members or teams, allowing precise control over Solution access.

Available Solution Permissions

1. Private to Me (Default Setting)

Restricts access to only the Solution creator and Workspace Administrators.
Ideal for creating and managing Solutions privately before sharing.

2. All Members Have Full Access

Grants all users in the workspace full access to the Solution.
Allows members to create, read, update, and delete all records.

3. Only These Teams Have Full Access

Limits access to specified teams.
Selected Teams will have full access to the Solution and its data (create, read, update, delete).
Suitable for department-specific Solutions, such as HR or Sales.

4. Advanced Permissions

Provides customizable access for individual members or teams.
Levels of access include:
- Editor: Can create and edit their own records but only view others’.
- Contributor: Can create and edit their own records; edit others only if assigned.
- Assignee: Can view and edit only records assigned to them.
- Commenter: Can view and comment on all records but cannot create or edit.
- Viewer: Can view records but cannot create or edit.
Guests must be added to the Solution to have access to the records they are assigned

Note: Solution Managers always have full access and can adjust permissions as needed.

Quick Permission Details

Permission	Create Records	View Records	Edit Records	Delete Records	Comment	Follow
Solution Manager	✅	✅	✅	✅	✅	✅
Full Access	✅	✅	✅	✅	✅	✅
Editor	✅	✅	Own Content	Own Content	✅	✅
Contributor	Assiged Content	✅	Assigned Content	❌	✅	✅
Assignee	❌	Assigned Content	Assigned Content	❌	✅	✅
Commenter	❌	✅	❌	❌	✅	✅
Viewer	❌	✅	❌	❌	❌	✅

Setting Up Solution Permissions

Steps to Configure:

Access the Permissions Interface:
- Open the desired Solution from the home screen.
- Click the dropdown arrow next to the Solution name.
- Select Permissions from the menu.
Choose a Permission Level:
- Select one of the following options:
  - Private to Me
  - All Members Have Full Access
  - Only These Teams Have Full Access
  - Advanced Permissions
Configure Advanced Permissions:
- If using advanced permissions:
  - Assign individual members or teams specific roles (Editor, Contributor, etc.).
  - Adjust permissions for each as needed.
  - Remember to click “Add” to add the new Member(s) or Team(s) to the list of assigned permissions.

Note: Switching between permission levels retains previous configurations, which can be restored when revisiting those settings.

Modifying or Revoking Permissions

Modifying Permissions:

Open the Solution Permissions dialog.
Locate the member or team whose permissions you want to change.
Adjust their permission level from the dropdown menu.

Revoking Permissions:

Open the Solution Permissions dialog.
Click the X next to the member or team you want to remove.
The user or team will lose all access to the Solution unless they belong to another team with permissions.

Assigning Teams as Solution Managers

SmartSuite now supports assigning Teams as Solution Managers (SMs), allowing multiple members to inherit management permissions through their team membership.

Availability:
This capability is available to all plan levels that support Team permissions.

How to:

Navigate to your Solution Settings.
Under Solution Managers, click the “+” button to add a new manager.
The selection dropdown now lists both individual members and Teams.
Select one or more Teams.
- Each selected Team appears as a pill in the Solution Managers list.
All members of the selected Team(s) instantly inherit Solution Manager permissions.

Note: The “Everyone” Team does not appear in the list to prevent global permission assignment by mistake.

Removing a Team

To remove a Team’s Solution Manager permission:

In the Solution Managers list, click the “X” next to the Team pill.
All inherited permissions from that Team are immediately revoked.

SCIM Compatibility

If your organization uses SCIM provisioning:

When a user is added to or removed from a provisioned Team, their Solution Manager permission updates automatically.
Deprovisioned users lose inherited permissions immediately upon removal.

This ensures permissions always reflect your current organizational structure.

Practical Scenarios and Use Cases

1. Secure Development Workspace

Scenario: A product team needs a private workspace to develop new features. Solution: Use Private to Me permissions to limit access to Solution creators and Workspace Administrators.

2. Department-Specific Solutions

Scenario: HR wants a Solution accessible only to HR team members. Solution: Configure Only These Teams Have Full Access and select the HR team.

3. Mixed Permissions for Teams

Scenario: A cross-functional project requires varying access levels for different teams. Solution: Use Advanced Permissions to assign roles such as Contributor for Sales and Viewer for Marketing.

Table Permissions

SmartSuite Permissions