Feature Overview Video
Understand how permissions work at the Solution, Table, and Field levels in SmartSuite. This guide covers available permissions, how to configure them, and practical scenarios to optimize access and security.
Plan Availability | Solution permissions are available on all plans. Table and Field permissions are available on Professional and Enterprise. |
Permissions | Administrators and Solution Managers can assign and modify permissions. |
Related Reading |
Solution Permissions
Private to Me:
The default setting.
Restricts access to the Solution to only you and Workspace Administrators.
Ideal for developing and testing solutions before sharing with others.
All Members Have Full Access:
Grants full access to all users in the workspace.
Users can create, read, update, and delete all records in the solution.
Only These Teams Have Full Access:
Limits access to one or more specified Teams.
Suitable for department-specific solutions (e.g., HR or Sales).
Advanced Permissions:
Allows custom configurations for individual Teams and users.
Supports granular permissions from full access to read-only.
Advanced Permissions are covered in this article.
Note: The Admin, Solution Creator, or Solution Manager can manage permissions and add or remove Solution Managers at their discretion. See this article for more details.
Table Permissions
Available Table Permissions
Inherit from Solution:
Default mode.
Permissions flow from the parent Solution, granting the same access levels.
Override Solution Permissions:
Configures specific permissions for the table.
Members and Teams can be assigned different levels of access.
Permission Levels:
Level | Description |
Full Access | Create, edit, and delete all records. |
Editor | Create and edit their own records, view records from others. |
Contributor | Create and edit only records they have been assigned and can view all other records |
Assignee | View and edit only assigned records. |
Assignee+ | Create and edit assigned records and new auto-assigned records. |
Commenter | View all records; cannot create or edit any records. |
Viewer | Read-only access; cannot create or modify records. |
Note: Administrators and Solution Managers always retain full access to all data and configurations within tables.
Note: Guests must be added to the Solution to have access to the records they are assigned.
Field Permissions
Available Field Permissions
Who Can View:
Determines visibility of the field.
Options:
Everyone (default): Visible to all members with Table access.
Everyone Except: Hidden from specified members or teams.
Selected Members and Teams: Visible only to specified members or teams.
Nobody: Hidden from all except Solution Managers and Administrators.
Note: System field such as Primary, Auto-Number, First Created, Last Updated, or Open Comment fields cannot be set to "Nobody."
Who Can View and Edit:
Specifies edit access for the field.
Options:
Everyone (default): Editable by anyone who can view the field.
Everyone Except: Editable by everyone except specified members or teams.
Selected Members and Teams: Editable only by specified members or teams.
Nobody: Field becomes read-only for all Table members except Solution Managers and Administrators.
Configuring Permissions
Solution Permissions
Click on the Solution dropdown
Navigate to "Permissions" in the menu.
Select the desired permission level and customize as needed.
Table Permissions
Open the Table dropdown menu and select "Permissions."
Choose between "Inherit from Solution" or "Override Solution Permissions."
Add members or teams and assign their access level.
Click Save to apply changes.
Field Permissions
Open the Field settings.
Configure "Who Can View" and "Who Can Edit" as needed.
Save changes to finalize settings.
Practical Scenarios
1. Department-Specific Access
Scenario: The HR team needs exclusive access to sensitive employee data. Solution: Use Solution and Table permissions to limit access to HR team members only.
2. Contributor-Specific Fields
Scenario: Only Contributors should edit a specific field, while everyone else can view it. Solution: Configure the "Who Can Edit" field setting to "Selected Members and Teams" and assign Contributors.
3. Project-Based Collaboration
Scenario: Cross-functional teams need shared access to a project table, but with different permission levels. Solution: Use Table permissions to assign varying access levels to each team (e.g., Editors for Design, Commenters for Sales).
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