Restrict Viewing Items marked as 'Confidential' in a Workspace

[wendy.salas]

Hello,

Is there a way to restrict who can view a specific Item record based on the Metadata in the record itself?

For example, I want Item Records in a specific Workspace to be 'hidden' to end users who don't belong to the specific Group (e.g. Items marked 'Confidential' will be accessible only to specific users). At the Permissions Level, you can restrict access to all the Items in the Workspace, but not segment further.

Any ideas on how to handle this?

Thanks!

[tony.mandatori]

The only way i know of doing this is to take advantage of the permission which allows user to view records owned by others.

Remove this permissions for usees that need conditional access, and then use a workflow to add them as additional owners at some point.

Does that help?

[wendy.salas]

Thanks Tony. As a follow-up, the restriction to view records owned by others would completely take away the ability to see all other records correct?

[tony.mandatori]

If you remove this permission, then uses can only see records they own.  If you give this permissions, then users can see all records.

In both cases they still need the permission to View Items.  This permission has no effect on the ability update.  But you can only update if you can see the record.

[jpiggee]

Hi Wendy,

The way we use this is by adding addition owners or groups based on a predefined selection.

Example:

If a user cannot see records owned by others but has the addition group of confidential.

When they log into the workspace they will only see the items that they own or have the additional owner of “confidentiality”

To push an additional owner or group to a given record use:

var a = given_group or user

item.master.groupAdditionalOwners.push(a );

[wendy.salas]

Thanks Joseph! I will try this and let you know! Appreciate you sharing the details of your approach 🙂