Record access is a way of making sure that the right Users and Teams have access to the correct Records. There are three levels of access that can be set. No Access, Read-Only Access and Full Editable Access.
When creating a new Record it will be given access rights that have been set by the App Developer. These are the default Access Rights set by the Developer when Publishing the App and will give certain teams Read-Only or Read-Write Access to the records.
Additional Access Rights may have also been configured to be set by Workflow. An example would be a Workflow to give Full Access to a Project Manager when they are named in a Person field in the Project Record.
These Access Rights can be overwritten by an Administrator by editing the Record Access Rights.
View the Existing Access on a Record
First select the record that you would like to change the Security on and select 'Security' from the Record Feature Menu.
This will open a pane from the right of the screen listing the current Access Rights on the Record.
The Access rights will be broken down to show who has access and where the access came from
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.
Source: The source lets you know why the Access Right was granted. App means that it was a default Access Right granted on creation of the Record, set by the App Developer. Record is for the Owner or it means that the Access right was added either manually or through workflow after the creation of the Record. Parent means that the Access right was inherited from a Parent Record. This happens when a Record is created in a Child Scenario or when it is linked to a Parent 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.
Remove an Access Right
You can remove an Access Right by clicking on the cross on the right of the Access right. There is one exception to this and that is the Record Owner. The Owner Access right can never be removed so the creator of a record will always have editable access to that record.
Add a New Access Right
The access Rights on a Record may need to be altered. This could be to give a different Team access to a Record or to change the Access for a Record from Full to ReadOnly for a User.
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.
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.