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<p><a href="access_permissions.html">Access permissions in BRIX</a> &gt; <a href="360007527512.html">Access to app data</a> / Restrict access to specific app items</p>
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<div class="topic__title"><h1 class="p_Heading1"><span class="f_Heading1">Restrict access to specific app items</span></h1>
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<p style="line-height: 1.28; margin: 0 0 11px 0;">This is the most specific access restriction option that allows you to assign permission rules for certain app items to different users. </p>
<p style="line-height: 1.28; margin: 0 0 11px 0;">Use this option to configure permissions individually for each app item. Lets say each sales rep in the sales department has access only to the contracts they work with. Data from contracts is considered confidential and cannot be shown to any other employees. Then you can grant the permission to view and edit a contract to its author and employees specified on the contract page as the superior and the approver.</p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">With this access restriction option, you can also grant <a href="element-right.html#access" class="topiclink">additional permissions</a> for specific app items to let users complete one-time tasks. You can do so:</span></p>
<ul style="list-style-type:disc">
<li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">On app item pages.</span></li><li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">In business process settings.</span></li></ul>
<p class="p_CodeExample" style="page-break-inside: avoid;"><span class="f_CodeExample">начало&nbsp;внимание</span></p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">Only users included in the <a href="360006871932.html#administrators" class="topiclink">Administrators</a> group can grant and restrict permissions to individual items in app access settings.</span></p>
<p class="p_CodeExample" style="page-break-inside: avoid;"><span class="f_CodeExample">конец&nbsp;внимание</span></p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">Please note that:</span></p>
<ol style="list-style-type:decimal">
<li value="1" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">You can select a different access restriction option:</span><ul style="list-style-type:circle">
<li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;"><a href="app-rights.html" class="topiclink">Restrict access to app items</a>. The most general option. Assign the same permissions for all app items in an app.</span></li><li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;"><a href="folder-rights.html" class="topiclink">Restrict access to folders</a>. Assign different users permissions for different app folders.</span></li></ul></li></ol>
<ol style="list-style-type:decimal" start="2">
<li value="2" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Employees who regularly work with an app should be granted access to the <a href="360009660872.html" class="topiclink">workspace</a> it belongs to and the <a href="360009919211.html" class="topiclink">app</a> itself. Then they will be able to see all the data that they have access to by opening the app via the left menu.</span></li><li value="3" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">If some employees need one-time access to specific app items, for example, in business process tasks, they dont need access to the workspace and app. They can open the app item page using a direct link, for example, from tasks.</span></li></ol>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">If you want to restrict access to specific items, first set up general access permissions applied to all app items by default:</span></p>
<ol style="list-style-type:upper-roman">
<li value="1" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Click the gear icon to the right of the app name and select </span><span style="font-family: Inter; font-weight: bold;">Access Settings</span><span style="font-family: Inter;">.</span></li><li value="2" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Enable the following options: </span><span style="font-family: Inter; font-weight: bold;">Restrict access to data &gt; Restrict access to app items</span><span style="font-family: Inter;">.</span></li><li value="3" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Select who you want to assign permissions to. To do that, click the </span><span style="font-family: Inter; font-weight: bold;">+Add</span><span style="font-family: Inter;"> button. This can be:</span></li></ol>
<ul style="list-style-type:disc">
<li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">A user, a <a href="360007146071.html" class="topiclink">group</a>, or an <a href="360003861992.html" class="topiclink">org chart item</a>.</span></li><li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter; font-weight: bold;">Author</span><span style="font-family: Inter;">. The user who created the app item.</span></li><li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter; font-weight: bold;">App property</span><span style="font-family: Inter;">. A property storing the employees to whom rights are granted. This option allows you to flexibly customize access in the app, as different employees can be stored in the selected property for each item. They will be automatically granted access, and when the value of the property changes, the permissions for the item will be updated.</span></li></ul>
<p style="text-align: justify; line-height: 1.20; margin: 0 0 11px 34px;">You can specify a property of one of the types:</p>
<ul style="list-style-type:disc"><ul style="list-style-type:circle">
<li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;"><a href="360009707032.html#users" class="topiclink">Users</a>. It allows you to select system users.</span></li><li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;"><a href="360009707032.html#role" class="topiclink">Role</a>. It allows you to specify users, groups, or items in the org chart.</span></li></ul></li></ul>
<p style="text-align: justify; line-height: 1.20; margin: 0 0 11px 34px;">A property can be selected:</p>
<ul style="list-style-type:disc"><ul style="list-style-type:circle">
<li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">From the context of the current app. For example, in the context of the </span><span style="font-family: Inter; font-weight: bold;">Contracts</span><span style="font-family: Inter;"> app, there is the </span><span style="font-family: Inter; font-weight: bold;">Approvers</span><span style="font-family: Inter;"> property. When creating a contract, an employee specifies in this field the users to whom the contract will be submitted for approval. When configuring access rights to contracts, add the </span><span style="font-family: Inter; font-weight: bold;">Approvers</span><span style="font-family: Inter;"> property as an object for assigning rights. Then the employees who are selected as approvers on the contract page will automatically be granted access to this contract. For more information on setting such permissions, see the </span><a href="property-based-permissions.html#current-app" class="topiclink">Examples of configuring access to items using an app property</a><span style="font-family: Inter;"> article.</span></li><li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">From the app context <a href="360029148471.html" class="topiclink">associated</a> with the current app. The option is available in the BRIX On-Premises edition when the </span><code><b>allowCollectionFieldPermissions</b></code><span style="font-family: Inter;"> feature flag is enabled. For example, in the context of the </span><span style="font-family: Inter; font-weight: bold;">Supplementary Agreements</span><span style="font-family: Inter;"> app, there is a property referencing the main contract. On the </span><span style="font-family: Inter; font-weight: bold;">Contracts</span><span style="font-family: Inter;"> app page, there is an </span><span style="font-family: Inter; font-weight: bold;">Approvers</span><span style="font-family: Inter;"> field. When configuring access to additional agreements, you can assign permissions to the approvers on the contract page by selecting the </span><span style="font-family: Inter; font-weight: bold;">Contracts &gt; Approvers </span><span style="font-family: Inter;">subproperty. In this case, the approvers specified when the contract was created will have access to the related supplementary agreements.</span></li></ul></li></ul>
<p style="text-align: justify; line-height: 1.20; margin: 0 0 11px 34px;">Please note that the search and sorting option is automatically enabled in the settings of the app property selected as the object for assigning permissions. You cannot disable the option.</p>
<ol style="list-style-type:upper-roman">
<li value="4" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Specify which <a href="360007527512.html#assign" class="topiclink">types of permissions</a> will be available to the selected objects.</span></li></ol>
<p style="text-indent: -24px; line-height: 1.28; margin: 0 0 11px 48px;"><span style="font-size: 13px; color: #000000;">&nbsp;</span></p>
<p style="line-height: 1.28; margin: 0 0 11px 34px;"><span style="font-family: Inter;">For the </span><span style="font-family: Inter; font-weight: bold;">Author</span><span style="font-family: Inter;"> and </span><span style="font-family: Inter; font-weight: bold;">App Property</span><span style="font-family: Inter;"> options, you cannot grant full access, as well as export and import permissions. These types of permissions are within the app, whereas the author and user in the property are defined after each item is created. Therefore, permissions for such employees are checked and granted individually for a specific item. Read more about applying different types of permissions to different system objects in <a href="https://tssdk.brix365.com/en/latest/pages/quick-start/intro_permissions.html" target="_blank" class="weblink">BRIX TS SDK</a>.</span></p>
<ol style="list-style-type:upper-roman">
<li value="5" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Configure the options:</span></li></ol>
<ul style="list-style-type:disc">
<li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter; font-weight: bold;">Enable permissions inheritance based on org chart subordination</span><span style="font-family: Inter;">. By default, managers are granted the same access rights to the app as their subordinates. To restrict access, disable the option.</span></li><li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter; font-weight: bold;">If access is denied, hide the list of users who can grant access rights</span><span style="font-family: Inter;">. By default, an employee without access rights will see a list of users with the privilege of granting rights when trying to open the page of an app item. To hide the list, enable the option.</span></li></ul>
<ol style="list-style-type:upper-roman">
<li value="6" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Click </span><span style="font-family: Inter; font-weight: bold;">Save</span><span style="font-family: Inter;">.</span></li></ol>
<p class="p_Normal"><span style="font-family: Inter;">Please note that general settings are automatically applied to all items created in the app. They cannot be revoked.</span></p>
<p class="p_Normal">You can find another example of configuring access to specific app items in the <a href="rights-combinations.html" class="topiclink">Combinations of access permissions</a> article.</p>
<h2 class="p_Heading2"><a id="access" class="hmanchor"></a><span class="f_Heading2">Additional permissions for specific app items</span></h2>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">If a user does not work with app items regularly, they may not be assigned access to the data in the app settings, as long as the restriction to the app item is applied.</span></p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">In this case, additional rights can be granted for one-time tasks with certain items:</span></p>
<ul style="list-style-type:disc">
<li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">On an app item page. Apart from the administrator, this can be done by users with the </span><span style="font-family: Inter; font-weight: bold;">Assign Permissions</span><span style="font-family: Inter;"> access option.</span></li><li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">In the business process settings.</span></li></ul>
<p class="p_CodeExample" style="page-break-inside: avoid;"><span class="f_CodeExample">начало&nbsp;внимание</span></p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">Additional permissions can only be granted if the access to app data is configured for app items.</span></p>
<p class="p_CodeExample" style="page-break-inside: avoid;"><span class="f_CodeExample">конец&nbsp;внимание</span></p>
<h3 class="p_Heading3"><a id="permissions-on-item-page" class="hmanchor"></a><span class="f_Heading3">Grant additional permissions on the app item page</span></h3>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">It is possible to grant permissions to a certain app item on its page. This can be done by users with the <a href="360007527512.html#assign" class="topiclink">Assign Permissions</a> access option. Please note that this is only available if you have restricted access to specific app items.</span></p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">Lets say in the </span><span style="font-family: Inter; font-weight: bold;">Job Openings</span><span style="font-family: Inter;"> app, only the HR department manager works with management positions. If this user is allowed to </span><span style="font-family: Inter; font-weight: bold;">Assign Permissions</span><span style="font-family: Inter;">, they can give another employee access to work with a certain job opening.</span></p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">To grant or restrict access to a specific item:</span></p>
<ol style="list-style-type:upper-roman">
<li value="1" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Go to the app and click the app item or open it using a direct link.</span></li><li value="2" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Click the lock icon in the upper right corner. &nbsp;</span></li></ol>
<p style="text-indent: -24px; line-height: 1.28; margin: 0 0 11px 38px;"><img alt="element-right-2" width="564" height="348" style="margin:0;width:564px;height:348px;border:none" src="element-right-2.png"/></p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">In the window that opens, there are two sections:</span></p>
<ul style="list-style-type:disc">
<li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter; font-weight: bold;">Common Permissions for App Items</span><span style="font-family: Inter;">. In this section, you will see access settings applied to all items of the app. Settings specified here cannot be revoked.</span></li><li style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter; font-weight: bold;">Specific Permissions</span><span style="font-family: Inter;">. Here you can grant access to the app item to someone who is not added to the first section.</span></li></ul>
<ol style="list-style-type:upper-roman" start="3">
<li value="3" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Specify who you want to set additional permissions for. To do that, click the </span><span style="font-family: Inter; font-weight: bold;">+Add</span><span style="font-family: Inter;"> button. You can choose a user, a <a href="360007146071.html" class="topiclink">group</a>, or an <a href="360003861992.html" class="topiclink">org chart item</a>.</span></li></ol>
<p style="text-indent: -24px; line-height: 1.28; margin: 0 0 11px 38px;"><img alt="element-right-3" width="732" height="434" style="margin:0;width:732px;height:434px;border:none" src="element-right-3.png"/></p>
<ol style="list-style-type:upper-roman" start="4">
<li value="4" style="line-height: 1.28; margin-top: 0; margin-right: 0; margin-bottom: 11px;"><span style="font-family: Inter;">Tick the <a href="360007527512.html#assign" class="topiclink">types of access permissions</a> you want to grant and click </span><span style="font-family: Inter; font-weight: bold;">Save</span><span style="font-family: Inter;">.</span></li></ol>
<h3 class="p_Heading3"><span class="f_Heading3">Grant additional permissions in a business process</span></h3>
<p class="p_Normal">When users work with app items in business process tasks, access settings that are first checked are:</p>
<ul style="list-style-type:disc">
<li class="p_Normal"><a href="360007527512.html" class="topiclink">Access to app data</a> set up in the app<span style="font-family: Inter;"> access settings.</span></li><li class="p_Normal"><span style="font-family: Inter;"><a href="element-right.html#permissions-on-item-page" class="topiclink">Additional permissions</a> configured on the page of an app item.</span></li></ul>
<p class="p_Normal"><span style="font-family: Inter;">To let a user work with certain app items for one-time tasks, the administrator can grant additional permissions in a business process:</span></p>
<ul style="list-style-type:disc">
<li class="p_Normal"><span style="font-family: Inter;"><a href="permissions-in-swimlane.html" class="topiclink">In swimlane settings</a>.</span></li><li class="p_Normal"><span style="font-family: Inter;">In an <a href="assign_permissions.html" class="topiclink">App Item Permissions</a> activity.</span></li><li class="p_Normal"><span style="font-family: Inter;">In a script.</span></li></ul>
<p class="p_Normal"><span style="font-family: Inter;">Please note that you can only assign additional permissions in a business process if the </span><span style="font-family: Inter; font-weight: bold;">Restrict access to app items</span><span style="font-size: 15px; font-family: Inter;"> </span><span style="font-family: Inter;">option is selected in the app</span><span style="font-size: 15px; font-family: Inter;"> </span><span style="font-family: Inter;">access settings.</span></p>
<p class="p_Normal"><span style="font-family: Inter;">Lets say access is set up for specific app items in the </span><span style="font-family: Inter; font-weight: bold;">Contracts</span><span style="font-family: Inter;"> app. Users can only view contracts that they created. An employee is assigned the task to review a contract created by another user. In this case, granting the necessary permissions in the swimlane allows the employee to view the contract.</span></p>
<p class="p_Normal"><span style="font-family: Inter;">Permissions granted in the business process settings are displayed in an app item permissions settings, in the </span><span style="font-family: Inter; font-weight: bold;">Specific Permissions</span><span style="font-family: Inter;"> section.</span></p>
<p class="p_Normal"><img alt="element-right-4" width="720" height="202" style="margin:0;width:720px;height:202px;border:none" src="element-right-4.png"/></p>
<p class="p_Normal">You can find an example of granting temporary permissions using the <span style="font-weight: bold;">App Item Permissions</span> activity in the <span style="font-family: Inter;"><a href="rights-combinations.html#case-1" class="topiclink">Combinations of access permissions</a> article.</span></p>
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