Data permissions

Ensuring users can see only the information they need is crucial for your organisation's security. This guide explains how to manage data permissions to ensure users have the right level of visibility across different teams.

Best practices

• Review data permissions regularly to ensure they align with your security requirements
• Document any significant changes to data permission settings
• Keep data permission structures as simple as possible while meeting your needs

Understanding data permissions

Data permissions work with User groups to control what users can see within Zudello.

Each data permission is given access to certain resources within Zudello. Data permissions are then assigned to one or more user groups. Users within those user groups will then inherit the data permissions, giving them access to all resources selected under the data permission. Some important things to remember are:

• Permissions are controlled at the team level
• Users can have different data permissions across different teams
• Data permissions are applied to one or more user groups
• All users who belong to a user group inherit the data permissions applied to that user group

Viewing and editing permissions

To access data permissions:

1. Click the company menu at the top right of your screen.
2. Click Settings.
3. Click Data permissions in the left sidebar.

Viewing existing permissions

The data permissions table shows all permissions and their associated user groups. To view details for a specific permission:

1. Find the permission in the data permissions table.
2. Click the edit icon next to the permission.
3. Review the permission details in the modal:
   • Permission name
   • Assigned user groups
   • Resource access settings

Adding resource permissions

To add access to a new resource:

1. Open a data permission.
2. Click Add permission.
3. Select the resource from the drop-down menu.
4. Choose the permission type:
   • All: Grants access to all records within the resource.
   • Own: Limits access to records assigned to the user.
   • Related: Controls access based on relationships to other resources.

Setting up related permissions

When using related permissions:

1. Select Related as the permission type.
2. Click the If has access to drop-down.
3. Choose the related resource.
4. Select the appropriate access level for the related resource.

For example, to allow users to see message threads only for transactions they are assigned to:

1. Click Give access to.
2. Select Message Threads.
3. Click Select option (this defaults to All).
4. Select Related.
5. Click If has access to.
6. Select Transaction.
7. Click Select option.
8. Select Own.

Removing resource permissions

To remove access to a resource:

1. Find the resource in the permissions list.
2. Click the delete icon next to the resource.
3. Click Save to apply the changes.

Creating new data permissions

1. Click Create.
2. Enter a name for the new permission.
3. Select the user groups this permission applies to.
4. Add relevant resource permissions following the steps above.
5. Click Save.

Deleting data permissions

1. Find the permission in the data permissions table.
2. Click the delete icon next to the permission.
3. Click Yes.

Need help?

Contact your organisation administrator or Zudello support for assistance with data permissions configuration.