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Field Permissions

Set viewing/editing permissions on each field of data

Emma Montgomery avatar
Written by Emma Montgomery
Updated over a week ago

Learn how to configure viewing and editing permissions for individual fields in SmartSuite. Field permissions allow Solution Managers to control access at a granular level, complementing Solution and Table-level permissions.

Plan Availability

Professional and Enterprise plans

Permissions

Administrators and Solution Managers can configure field settings.

Related Reading


Overview of Field Permissions

Field permissions let Solution Managers define:

  1. Who can view the field: Restricts visibility to specific users or teams.

  2. Who can view and edit the field: Limits editing access to authorized users or teams.

These settings work in combination with Solution and Table permissions to provide precise control over data access.

Note: The Solution Manager permission or Administrator role is required to configure field permissions.


Why Use Field Permissions?

Field permissions are ideal for situations where:

  • Certain fields need to remain confidential (e.g., salaries or sensitive project details).

  • Different teams or members require distinct access to specific data.

  • You want to streamline user access to prevent unnecessary clutter or confusion.


Available Field Permissions

Who Can View Settings

Options for determining visibility:

Setting

Description

Everyone

Default setting. All members with access to the table can see the field.

Everyone Except

All members can see the field except for specified members or teams (e.g., excluding Guests).

Selected Members and Teams

Only specified members or teams can see the field.

Nobody

Hidden from all members except Solution Managers and Administrators.

Note: Primary Field (Title), Auto Number, First Created, Last Updated, and Open Comments fields cannot be set to "Nobody."

Who Can View and Edit Settings

Options for determining Members who can edit the field:

Setting

Description

Everyone

Default setting. All members who can view the field can also edit it.

Everyone Except

All members can edit the field except specified members or teams.

Selected Members and Teams

Only specified members or teams can edit the field, provided they also have viewing permissions.

Nobody

Field becomes read-only for all members except Solution Managers and Administrators.

Note: This permission configures view and edit permissions at once.


Configuring Field Permissions

Steps to Configure:

  1. Go into the field settings for the desired field.

  2. Select Edit Field Permissions.

  3. Use the "Who can view this field?" dropdown to select the visibility settings.

  4. Use the "Who can edit this field?" dropdown to configure editing access.

  5. Click Save to apply the changes.

Note: Changes are not applied until saved. If you attempt to close without saving, you will be prompted to either save changes or exit without saving.

Modifying Permissions:

You can update field permissions at any time by reopening the field permissions menu and adjusting the settings as needed.


Working with Inaccessible Fields

  • Hidden Field Values: Users without view and view/edit permission will not see the field’s name in reports, records, or view controls.

  • Linked Records & Views: Hidden fields are excluded from the Record Modal, Linked Record Tile, Grid, and Card Views.

  • Files & Images: If a files or image field is set as a card’s cover image and the user lacks view permissions, the card will display without the cover image.

  • Map, Calendar, Timeline Views: Hidden fields are excluded from "View By" controls. Users can select accessible fields instead.


Practical Scenarios and Use Cases

1. Confidential HR Data

Scenario: The HR team needs to hide salary fields from all users except HR Managers. Solution: Set the "Who can view this field?" option to "Selected Members and Teams" and include only HR Managers.

2. Restricted Editing

Scenario: Only team leads should update project deadlines. Solution: Configure the "Who can edit this field?" option to include only team leads.

3. Simplified User Access

Scenario: A large team accesses a project table, but most members only need to view basic fields. Solution: Restrict visibility of advanced fields to a smaller group using "Selected Members and Teams."

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