Version: Current

FAQ: What are Data Permissions and how do they affect what I see?

Data Permissions are rules configured by administrators in Zudello that control which specific records (like documents, suppliers, items) a user can see within a team. They work alongside standard User Group Permissions (which control what actions a user can perform) to provide granular control over data visibility.

How They Work:

Data Permissions are defined within Team Settings > Data Permissions.
Each rule specifies:
- Resource: The type of record the rule applies to (e.g., Transaction - Purchase Invoice, Relationship - Supplier).
- Access Type: How visibility is determined (All, Own, Related).
- Conditions (for Related): If "Related" access is chosen, specific conditions define the relationship (e.g., show invoices where the user is assigned, or where the invoice's Department matches the user's Department).
These rules are then assigned to one or more User Groups.
A user's visibility is determined by the combination of all Data Permission rules assigned to all the User Groups they belong to within that team. Permissions are additive – if one rule grants access, the user sees the data.

Common Access Types:

All: The user can see all records of that type within the team (subject to their standard module/submodule visibility permissions).
Own: The user can only see records where they are directly linked as the Assignee.
Related: The user can see records based on matching data between the record and the user's profile or other linked records (e.g., see all invoices coded to your Department, see all POs linked to Suppliers you own).

Why Can't I See Something?

If you cannot see a document or record you expect to see, it's often due to Data Permissions:

You might not belong to a User Group that has any Data Permission rule defined for that resource type.
The Data Permission rules assigned to your groups might be too restrictive (e.g., set to "Own" when you need to see team documents).
The data on the specific document/record doesn't match the conditions defined in your "Related" Data Permission rules (e.g., it's coded to a different Department, assigned to someone else).

If you believe you should have access to data you cannot see, contact your organisation administrator. They can review your User Group memberships and the team's Data Permissions configuration.