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SmartSuite Permissions

Solution, Table and Field Permissions

Emma Montgomery avatar
Written by Emma Montgomery
Updated over 3 weeks ago

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

  1. 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.

  2. 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.

  3. Only These Teams Have Full Access:

    • Limits access to one or more specified Teams.

    • Suitable for department-specific solutions (e.g., HR or Sales).

  4. 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

  1. Inherit from Solution:

    • Default mode.

    • Permissions flow from the parent Solution, granting the same access levels.

  2. 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

  1. 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."

  1. 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

  1. Click on the Solution dropdown

  2. Navigate to "Permissions" in the menu.

  3. Select the desired permission level and customize as needed.

Table Permissions

  1. Open the Table dropdown menu and select "Permissions."

  2. Choose between "Inherit from Solution" or "Override Solution Permissions."

  3. Add members or teams and assign their access level.

  4. Click Save to apply changes.

Field Permissions

  1. Open the Field settings.

  2. Configure "Who Can View" and "Who Can Edit" as needed.

  3. 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.
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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.
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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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