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What are solution permissions?
SmartSuite Roles define the highest-level of access a user has to different areas of the system. Solution Permissions are used to control which specific user - or Team of users - have access to individual Solutions.
Solution Permissions can then be configured to customize Members' access to individual Solutions, their Apps, and their records. There are three permission levels that you can select from: full access, team access, and advanced permissions.
Available Solution Permissions
All Members have full access. This is the default permission mode. Solutions with this permission 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 Sales.
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: 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 Creator - as well as Administrators and other Solution Managers - can add or remove Solution Managers at their discretion. See this article for more details.
How to set up Solution Permissions
Open the Solution Permissions interface
Opening the Solution Permissions configuration panel is simple - just follow these steps:
Open your Solution by clicking on its name from the home screen.
Click on the downward arrow next to the solution name.
In the dropdown menu, click Permissions.
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.
Configuring 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 Apps, 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.
Assignee - The user can view and edit content they have been assigned, but cannot create, view, or edit any other content.
Commenter- The user can view and comment on all content but cannot create or edit any content.
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 permission level that applies to all Team members.
NOTE: SmartSuite optimistically applies permissions, granting the individual Member the highest level of access that has been granted to any of their Teams.
Changing or Revoking Solution Permissions
If you ever need to change or revoke permissions, just head back to the Solution Permissions dialog and follow these simple steps:
To change granted permissions, just find the Member or Team you would like to modify. The currently-assigned permission level will be displayed to the right. Select the desired setting and the permission level is immediately updated.
To entirely revoke a Member or Team's permissions for the solution, just click the small X icon at the far-right side of the row - all permissions for the selected individual or Team will be immediately removed and they will have no access (not even read-only) to its content. (Note: it is possible that individual Members will still have access to the Solution if they are part of another Team that has permissions.)