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Getting Started

  • 3 min read
  • Feature

Looking to restrict who can view specific board items? Want to restrict the ability to examine items to only those assigned to a particular task/project? With our brand-new item viewing permissions, board owners can decide if they want all users with access to the board to be able to view all items or only the items assigned to them.

This provides an additional layer of control and guarantees collaboration in a single location without compromising access to sensitive data. 🙌

Note: The item viewing permissions feature is exclusive to the Enterprise plan and board proprietors.

To configure item viewing permissions, select “Board Permissions” from the three-dot menu in the top-right corner of the board.

Under the “View permissions” section, you will find the option to restrict access to the board. We provide the following authorizations:

  • View everything:  This is the default setting, allowing anyone accessing the board to observe all items.
  • View items assigned to them in any column: This option ensures that users can only view items assigned to them in any of the People Columns on this board. In addition, the creator of an item will be able to view all items they have created, and board owners will be able to view all items on the board.

Note: Only individuals who are allocated to the parent item can be assigned to the subitem when subitems are used on a board with item viewing permissions enabled. In addition, anyone who can examine the parent item can view all of its subitems.

When both viewing and editing permissions are enabled, what occurs?

Curious about the behavior of your board’s permissions when both viewing and editing permissions are enabled? If you choose to set up viewing and editing permissions on the same board, excluding the “edit everything” and “view everything” parameters, you will have one of the following choices: 

  1. Item viewing permissions + Edit content:When both permissions are enabled, anyone can view and edit the assigned items. Non-board proprietors designated to an item cannot modify the board’s structure (e.g., altering group/column names or rearranging the board’s structure).
  2. Item viewing permissions + Edit rows assigned to them in the People Column: With these permissions in place, all users can only view and edit items assigned to them.
  3. Item viewing permissions + Write updates only: Lastly, with these two permissions, everyone will be able to view items that have been assigned to them; however, they will only be able to contribute updates to these items and will not be able to alter their content.

As with all other board permissions, board proprietors will be able to view and edit all content on the board; these restrictions do not extend to them.

Tip: You can also view the specific permissions assigned to your board by choosing the lock icon at the top of your board and then selecting “View permission settings.”.
 

Tip: Want to configure additional permissions for your board? Check out our articles on Board Permissions and Column Permissions!
 

Limitations

When this feature is enabled on a board, there are several essential limitations to consider:

  • Firstly, only board owners will be permitted to:
    • Manage and execute board-based automation and integrations:
      • Before authorizing item viewing permissions, any automation/integrations created by non-board owners will be disabled
      • Non-board owners cannot construct new automation and integrations after enabling item viewing permissions
    • Examine the activity reports for the board or individual items
    • Delete a group or transfer it to a different board
    • Duplicate the board
  • When item viewing permissions are enabled, broadcasted boards will appear vacant.
  • Aside from the Item Card, some item viewing applications will not function on boards with item viewing permissions enabled. 
  • When mirroring columns from a board with item viewing permissions, only the board proprietors will be able to view the column, and it will not appear for anyone else.
  • The API – graphQL query ItemByName that retrieves information about items based on their names is not supported

For further questions, please visit our Knowledge Center.  To view the Knowledge Center, click the Home Page icon the top right of your page, then select “Support” and make you way to “Help Center” in the bottom left.  If you have additional questions, please feel free to contact our team by selecting the blue “Contact Us” button.