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<p><a href="access_permissions.html">Access permissions in BRIX</a> / Access to app data</p>
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<div class="topic__title"><h1 class="p_Heading1" style="text-align: center; line-height: 1.20; margin: 19px 0 19px 0;"><span class="f_Heading1" style="font-size: 32px;">Access to app data</span></h1>
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<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 0;">In BRIX, you can set up flexible access permissions for data stored in apps.</p>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 0;">Depending on employees<span style="font-size: 15px; font-family: Inter;"></span> positions or roles, they can have different <a href="360007527512.html#assign" class="topiclink">types of access permissions</a> to app <span style="font-size: 15px; font-family: Inter;">data</span>. For example, a sales manager can create, edit, or delete items in the <a href="360012680899.html" class="topiclink">Deals</a> app, whereas a sales rep can only view them.</p>
<p class="p_CodeExample" style="page-break-inside: avoid;"><span class="f_CodeExample">начало&nbsp;внимание</span></p>
<p style="line-height: 1.20; margin: 14px 0 0 0;">Only users included in the<span style="font-weight: bold;"> </span><a href="360006871932.html" class="topiclink">Administrators</a> group can grant or restrict access in app settings.</p>
<p class="p_CodeExample" style="page-break-inside: avoid;"><span class="f_CodeExample">конец&nbsp;внимание</span></p>
<h2 class="p_Heading2" style="line-height: 1.20; margin: 19px 0 0 0;"><span class="f_Heading2" style="font-size: 24px;">Configure access</span></h2>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">Please note that employees regularly working with an app should be granted access <a href="360009660872.html" class="topiclink">to the workspace</a> it belongs to and <a href="360009919211.html" class="topiclink">to the app</a> itself. Then they will be able to see all app items they have access to by opening the app in the left menu.</span></p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">If an employee needs one-time access to a specific app item, for example, within a business process task, they dont need access to the workspace and app. The employee will be able to open the app item page using a direct link, for example, from the task.</span></p>
<p class="p_Normal" style="line-height: 1.20; margin: 19px 0 0 0;">To manage access to app<span style="font-family: Inter;"> data:</span></p>
<ol style="list-style-type:upper-roman">
<li value="1" class="p_Normal" style="line-height: 1.20; margin-top: 19px; margin-right: 0; margin-bottom: 0;">Click the <img alt="app gear icon" width="19" height="20" style="margin:0;width:19px;height:20px;border:none" src="hmfile_hash_f96bd8e3.png"/><span class="f_ImageCaption"> </span>icon to the right of the app name and select <span style="font-weight: bold;">Access Settings</span>.</li></ol>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 0;"><img alt="ACS 1" width="496" height="489" style="margin:0;width:496px;height:489px;border:none" src="hmfile_hash_c023cf8e.png"/></p>
<ol style="list-style-type:upper-roman" start="2">
<li value="2" class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;">The <span style="font-weight: bold;">Access Settings</span> page will open. The default option is <span style="font-weight: bold;">All users have access to the App and all its items</span>. This means that all users can:</li></ol>
<ul style="list-style-type:disc">
<li class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;">Create, view, edit, and delete app items.</li><li class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;">See folders of the <a href="folder_tree.html" class="topiclink">folder hierarchy</a> configured in the app and items included in them.</li><li class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;"><a href="360009264480.html" class="topiclink">Export</a> and <a href="360009354059.html" class="topiclink">import</a> app data.</li></ul>
<h2 class="p_Heading2" style="line-height: 1.20; margin: 19px 0 0 0;"><img alt="ACS 2" width="853" height="187" style="margin:0;width:853px;height:187px;border:none" src="hmfile_hash_a20e874b.png"/></h2>
<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-size: 15px; font-family: Inter;">If you wish to configure access to app data for specific employees, select </span><span style="font-size: 15px; font-family: Inter; font-weight: bold;">Restrict access to data</span><span style="font-size: 15px; font-family: Inter;">.</span></li></ol>
<h2 class="p_Heading2" style="line-height: 1.20; margin: 19px 0 0 0;"><a id="limit" class="hmanchor"></a><span class="f_Heading2" style="font-size: 24px;">Restrict access</span></h2>
<p class="p_Normal" style="line-height: 1.20; margin: 19px 0 0 0;">When the <span style="font-weight: bold;">Restrict access to data </span>option is enabled, you can select users and specify which actions they are allowed to perform with app items.</p>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 0;"><img alt="access-settings-3" width="682" height="386" style="margin:0;width:682px;height:386px;border:none" src="access-settings-3.png"/></p>
<p style="line-height: 1.28; margin: 0 0 11px 0;"><span style="font-family: Inter;">You can restrict access to app data by selecting one of the following options:</span></p>
<ol style="list-style-type:decimal">
<li value="1" class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;"><a href="app-rights.html" class="topiclink">Restrict access to app</a>. The most general option. <span style="font-family: Inter;">The access permissions that you set up will be applied to all items in the app.</span></li></ol>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 34px;"><span style="font-family: Inter;">Use this option if all data in the app can be available to all employees working with it. You can configure permissions based on the employees position. For example, all HR department employees can view job openings, but only the manager can create, edit, and delete them.</span></p>
<ol style="list-style-type:decimal">
<li value="2" class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;"><span style="font-family: Inter;"><a href="folder-rights.html" class="topiclink">Restrict access to app folders</a>. If <a href="folder_tree.html" class="topiclink">folder hierarchy</a> is enabled in the app, you can configure different access settings for different app folders.</span></li></ol>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 34px;"><span style="font-family: Inter;">Use this option if different employees should have access to data from different folders. For example, there can be two folders in the </span><span style="font-family: Inter; font-weight: bold;">Job Openings</span><span style="font-family: Inter;"> app: for management positions and other employees. Only the HR department manager works with the first folder, while the second one is available to all HR department employees.</span></p>
<ol style="list-style-type:decimal">
<li value="3" class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;"><a href="element-right.html" class="topiclink">Restrict access to app items</a>.<span style="font-weight: bold;"> </span>The most specific option. <span style="font-family: Inter;">You can configure permissions individually for each app item and grant access to different users.</span></li></ol>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 34px;"><span style="font-family: Inter;">Use this option when you need to set up specific permissions for each app item. For example, each sales rep in the sales department may only have access to the contracts they work with. Data from contracts is considered confidential and cannot be shown to any other employees. You can grant permission to view and edit a contract to its </span><span style="font-family: Inter; font-weight: bold;">Author</span><span style="font-family: Inter;"> and employees specified on the contract page as the </span><span style="font-family: Inter; font-weight: bold;">Superior</span><span style="font-family: Inter;"> and the </span><span style="font-family: Inter; font-weight: bold;">Approver</span><span style="font-family: Inter;">.</span></p>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 0;"><span style="font-family: Inter;">Please note that you can grant <a href="element-right.html#access" class="topiclink">temporary additional permissions</a> to specific app items to let users complete one-time tasks. This can be done:</span></p>
<ul style="list-style-type:disc">
<li class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;"><span style="font-family: Inter;">On app item pages.</span></li><li class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;"><span style="font-family: Inter;">In business process settings.</span></li></ul>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 0;"><span style="font-family: Inter;">The following options are available for each type of restriction:</span></p>
<ul style="list-style-type:disc">
<li class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;"><span style="font-family: Inter; font-weight: bold;">Enable permission inheritance based on org chart subordination</span><span style="font-family: Inter;">. The option is enabled by default and allows all higher-ranking managers specified in the <a href="360003861992.html" class="topiclink">organizational chart</a> to have the same access to the app, its folders, and items as is granted to a subordinate.</span></li></ul>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 34px;"><span style="font-family: Inter;">If your companys regulations require that employees work with confidential information to which third-party access must be restricted, disable this option. After that, supervisors will not have the same access rights as those granted to a subordinate.</span></p>
<ul style="list-style-type:disc">
<li class="p_Normal" style="line-height: 1.20; margin-top: 14px; margin-right: 0; margin-bottom: 0;"><span style="font-family: Inter; font-weight: bold;">If access is denied, hide the list of users who can provide access rights</span><span style="font-family: Inter;">. By default, an employee without access rights sees 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 this option.</span></li></ul>
<p class="p_Normal" style="line-height: 1.20; margin: 14px 0 0 0;"><span style="font-family: Inter;">Read more about different cases of restricting access to app data in <a href="rights-combinations.html" class="topiclink">Combinations of access permissions</a>.</span></p>
<h2 class="p_Heading2"><a id="assign" class="hmanchor"></a><span class="f_Heading2">Types of access permissions</span></h2>
<p class="p_Normal">You can grant the following permissions to users:</p>
<ul style="list-style-type:disc">
<li style="line-height: 1.20;"><span style="font-weight: bold;">View/Read</span>. The users can view and download the app item.</li><li style="line-height: 1.20;"><span style="font-weight: bold;">Create</span>.<span style="font-weight: bold;"> </span>The users can create new app items.</li><li style="line-height: 1.20;"><span style="font-weight: bold;">Edit</span>. The users can edit previously created app items and rename them. For <a href="360009923631.html" class="topiclink">Document type apps</a>, users will be able to add file versions, and <a href="approval-sheets.html#archive" class="topiclink">retrieve approval sheets from the archive</a>.</li><li style="line-height: 1.20;"><span style="font-weight: bold;">Delete</span>. The users can delete app items.</li><li style="line-height: 1.20;"><span style="font-weight: bold;">Assign Permissions</span>. The users can grant and restrict additional permissions to specific app items, as well as grant permissions to view an item when the user is mentioned in the associated activity stream. This option is not available for the <a href="element-right.html" class="topiclink">Restrict access to app items</a> option.</li><li style="line-height: 1.20;"><a id="processmanagement" class="hmanchor"></a><span style="font-family: Inter; font-weight: bold;">Process Management</span><span style="font-family: Inter;">. The users can interrupt business processes, view task pages, and reassign tasks.</span></li><li style="line-height: 1.20;"><span style="font-family: Inter; font-weight: bold;">Export</span><span style="font-family: Inter;">. The users can <a href="360009264480.html" class="topiclink">export</a> app items that they can view. This option is not available for specific app folders.</span></li><li style="line-height: 1.20;"><span style="font-family: Inter; font-weight: bold;">Import</span><span style="font-family: Inter;">. The users can <a href="360009354059.html" class="topiclink">import</a> data to the app. This option is not available for specific app folders.</span></li><li style="line-height: 1.20;"><span style="font-weight: bold;">Full Access</span>. All the actions mentioned above are allowed.</li></ul>
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