In ELMA365, access to an app is defined by its main access settings and additional restrictions specified for the whole app, its folders, or its items. You can read about configuring these settings in the corresponding articles. Let’s consider some examples of how these settings work together.
Access to an app is primarily defined by access settings set for the workspace it belongs to. Read more in Workspace Access.
Let’s say we have set up an app called “Appeals” that stores appeals from citizens categorized into three folders: “Suggestions”, “Recognition”, and “Complaints”.
Set main access permissions
First, let’s configure main access settings for the app. To do that, click the icon on the right of the app’s name and select App Access.
Option 1. Only administrators have access to the app
Let’s consider the option where only users included into the Administrators group have access to the app.
With these settings, only administrators will see the “Appeals” app in the left menu. All other users won’t be able to access the app even via a direct link.
To set up individual access settings for an employee not included into the Administrators group, click the icon on the right of the app’s name and select Access Settings.
When you grant any additional permissions to a user, whichever restriction option you choose, the user won’t see the “Appeals” app in the left menu. This is only possible if the group the user belongs to is specified in the app’s main access settings.
The user also won’t be able to access the app’s page via a direct link.
When you grant a user additional permissions for the app, its folders, or its items, he or she can access the app’s items via direct links. If you set up access only to specific app items, only they will open via direct links. The user won’t be able to open other items of the app.
Option 2. All users have access to the app
Let’s see how permissions will work if all users have access to the app.
With these settings, the “Appeals” app will be available to all users in the system. You can manage permissions by configuring advanced access settings.
Folder permissions and access settings for app items
When you configure folder permissions, keep in mind how they interact with access settings configured for individual app items. By default, all items in a folder inherit the folder’s access settings. But if you restrict access to app items, permissions you set up for items in folders will be ignored, even though they are shown in their settings. They will only define whether the folders are shown in the left menu.
To see how it works, let’s open the “Appeals” app and set up access to the “Complaints” folder for the employee responsible for this type of appeals. We’ll grant this user the permissions to view and edit the folder. All app items in the folder inherit the settings configured the folder, and the responsible employee will be able to view and edit all items stored in it.
However, if you select the Restrict access to app items option and grant this user the permissions to view and edit only certain app items in the folder, only these items will become available. All permissions set for the folder that these app items are in will be ignored, but the folder will be displayed in the left menu according to its access settings. For example, if the “Complaints” folder is available to a user, but the employee doesn’t have access to any of its app items, he or she will see an empty folder.
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