Choose which records people see

Before you start

• Permission profiles

By default a profile shows people every record their Team records setting allows. A record rule narrows that for one module: only contracts in your region, only open requests, only records you or your team created.

Add a rule

1. Open the profile and find the module’s row. Click All records under Records.
2. Choose Only records that match rules. The page says everything else is hidden from lists, counts, lookups and exports.
3. Next to Match, choose all or any of the following rules.
4. Click Add rule. Pick a Field, an operator such as is, is not, contains or is one of, and a value.
5. Read the sentence under In plain words. It should say what you mean.
6. Click Done, then Save profile.

Operators depend on the field. Text and number fields offer is, is not, is at least, is at most and is one of. Lookup fields offer values from the list. Date fields offer is on or after, is on or before and is between, with This month or Fixed dates.

Which presets save time?

• Created by me or my team adds a rule on the module’s Created By field. Choose it when managers should see their team’s records.
• Has an open task for me shows records where the person has an open task.

For a user field, pick Me or Me and my team. The team comes from the org chart.

Tip from a Beezr Consultant

Start with one rule and check it with a test user. Add the next rule only when the first behaves as you expect.

What happens after I save?

People get the change the next time they sign in. The module’s row now reads, for example, “1 rule” under Records. Rules apply to the record lists people see. Combine them with Team records on the profile.