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Staff, roles, and permissions

Record visibility and secure permission changes

Record visibility is determined by the role, individual permissions settings, and organizations; therefore, changes must be evaluated while logged in with the relevant team member account.

Last updated 13 days ago

Record visibility and organizations

On the Organizations tab, select which organizations the user can see. The default organization specifies the initial work context, while the list of visible organizations limits the scope of accessible data.

View All is the broadest level of visibility. View Own limits records based on the creator, the team member responsible, or another specific module relationship. View Related Records can grant access via an assigned Project, Account, or other related record.

After changing permissions, log in as a test user and check lists, search results, cards, exports, and related records. The mere visibility of a menu item does not confirm that the data scope has been set correctly.

Secure permission changes

Before changing a role or specific permission, note down the work action you wish to allow or restrict. Modify only the minimum necessary permission.

Use a role for a general user group. Reserve individual permissions for clearly documented exceptions. If you apply the role change to all instances of Staff, individual exceptions may be overwritten.

After the change, verify:

  1. whether the team member sees the required menu;
  2. which records are displayed in the list and search results;
  3. whether create, edit, and delete actions are permitted;
  4. whether any unnecessary export options, prices, or cost figures have appeared;
  5. whether only authorized organizations are visible.

Using the permissions administrator account is not a suitable temporary workaround for the standard team member account.

If a colleague can see a record that you cannot find

  1. Ask for the specific record link or number and check that you are both working in the same Hanna system and module.
  2. Clear the search text and review the organization, assignee, status, and date filters. Also check the selected saved view.
  3. Repeat the check in the view where the record is missing. List and Kanban search and filters can be saved separately. Reloading the page does not necessarily clear them.
  4. Open the direct record link. If the card opens, compare the list filters first. If you receive an access error, an administrator should check module permissions, allowed organizations, and your relationship to the record.
  5. Check the organization and assignees on the record itself. Changing the default organization alone does not grant access to all organizations.

Clearing filters does not remove permission restrictions. Change permissions only after identifying the access required for the job. If an administrator has checked the permissions and the cause remains unclear, send Hanna Customer Support the record link, affected user, view, active filters, and the result of opening the direct link.

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