There are a number of scenarios where you may want to update the Access to Records in an App and the same Access is needed across multiple records. One case could be that you have expanded your business and added a Team for a new department. That Team may need access to some of the existing Records in an App.
Select the Records that need Access amending
This operation will need to be performed from a List Report. The List Report allows you to select multiple records at once. Do this by checking the box to the left of the Record row or check the box at the top left of the Report to select all Records. Once you have made your selection of Records select 'Security' from the Record feature menu.
When you select this option it will pop up a dialogue box warning you that existing Access Rights will be overwritten. The Bulk Security update feature will delete the existing Access Rights on the Records and replace it with the Access that you will define in the next steps. Click on the tick icon to confirm and this will open a pane from the right of the screen where you can define the new Access Rights for the selected Records.
Setting up the new Access Rights
In the Security pane you will need to add the Users and Teams that you would like to see the Records.
To add a new Access Right click on 'Add Item' this will then give you three options to fill in. First set the Access Type. Next choose if the Access Level is for a Team, a User or all Users. Finally select the User or Team that the access right is relevant to.
Access: This is the level of Access that has been granted. It can be either ReadOnly, Full or None. The priority on these is Full Access takes precedence over ReadOnly which takes precedence over None.
Note: If a User/Team has full access, they will be able to Archive and Delete a record.
Type: The options for Type are Owner, Team, User and All. This is the Users that the Access Right is granted for. If it is a User or Team right then you will be able to select a Team or User. There is a priority for the Access based on the Type. The Owner right will always take precedence over a User right. A User right will always take precedence over a Team right and a Team right will always take precedence over an All right.
User/Team: This is the User or Team that has been selected for the Access Right.
Note: For priority on access rights it is first prioritised by Type and then by Access. So a User - ReadOnly Access Right will take priority over a Team - Full but a Team -Full access right would still take priority over a Team - ReadOnly access right.
Confirm Access Right Selection
Once you are happy that the Access Rights are correct for a Record, click on the tick icon at the top right of the pane. This will then confirm your selection of Access Rights and make the updates that you have requested.