Access to a record is based on a number of things, such as user permissions, user groups and categories.
A quick way to check which users are able to access a record (and the reason why) is via the 'View Access List' button on the record. You can access this via Records > click into record name > View Access List:
This will then show 'Users that can access the record' and 'Users that cannot access the record' and the reason/s why. For example, from the screenshot below we can see that:
- Graeme Support can edit and view the record as the 'Creator'
- Bex Support can view and edit this as the 'Observer'
- Nathan Support can only view this, once the record has been published, as the 'Named Observee'
Within the 'Users that cannot access the record' section we can see that:
- Adrian Support has access to the Category the record is using but does not have access to the other Named Observees as part of his permission tree
- Anna Support has access to the other Named Observees but does not have access to the Category
Note: Only Sisra Admins would have access to the following sections, if you believe a user should have access to a record, but currently don't, we'd recommend speaking to your Sisra Admin.
To resolve this for Adrian, we can edit his permission tree via Admin > Users > click into User > Edit to the right of User Permissions and defining the exact access the user should have. See Setting Up Permissions for further information on this.
To resolve this for Anna, we would need to do the following steps:
- Check the 'Category' the record is using (Records > 'Category' column)
- Check which user group the user is in, (Admin > Users > 'User Group' column)
- Update group categories (Admin > Users > User Groups > click into the user group > Edit Group Categories)*
*Note: If you don't want all users in a group to have access to a category, then you would need to create a new user group who can access the category and put the user in this. See Setting Up Custom User Groups for further information on this.
Thanks for reading!