Setting Up Permissions for Books

For books in a shared address book, the following permissions are set in the organization, user, or role.

  • Access permissions
  • Editing privileges

The permissions in the address book vary by security model.
The default setting is set to "REVOKE (All users have access except users on list)". This allows all users to view and edit the Address Book.
For information on permissions, refer to User Rights and Prioritized Access Permissions.

Setting User Rights

The example shows how to set access permissions when the security model is "GRANT (Only users on list have access)".

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click "System settings".

  3. Select "Application settings" tab.

  4. Click Address Book.

  5. Click Edit user rights.

    If the book has not been set in the shared Address Book, Edit user rights does not appear.

  6. On the "Edit user rights" screen, select a book.

  7. On the "User Rights List" screen, confirm that the security model is "GRANT (select target allowed)".

    If the security model is set as "REVOKE (All users have access except users on list)", click "Change" to change the setting to "GRANT (Only users on list have access)". For details, refer to Changing the Security Model.
    Image of "GRANT"

  8. Click Add.

    Screenshot: Link to add is highlighted in the list of User rights screen

  9. On the "Add new entry" screen, select the organization, user, or role, and then click Add.

    "Add new entry" screen

    To select a role, switch the view to the Roles tab.
    After you click "Add" then click the tab, the selected departments, users, or roles before you switch tabs are cleared.

  10. Under "User rights", select the checkboxes of the permissions to allow, and then click Add.

    Image with the permission selected

Combination of User Rights

Restricting the user rights of the address book allows only books that can be manipulated by users to be displayed on the Address Book screen.

Screen showing users who have the user rights:

Image of a book with access rights is displayed

Screen showing users who do not have the user rights:

Image with access rights are not displayed.

If the security model is "GRANT (Only users on the list have access)"

This section describes the security model for access rights on the account book if GRANT is selected.

  • Example of Allowing Daisuke Kato to Perform All the Actions on Business Partners:
    Grant Daisuke Kato permission to view and edit. Screenshot: Example of permission settings. All permissions are granted
  • Example of allowing Daisuke Kato to view books for business partners:
    Grant Daisuke Kato a permission to view items. Screenshot: Example of permission settings. Only view permission is granted
  • Example of allowing Daisuke Kato to edit books for business partners:
    Grant Daisuke Kato permission to view and edit. Screenshot: Example of permission settings. View and edit permissions are granted
  • Example of Prohibiting Daisuke Kato to Perform All the Actions on Business Partners:
    Delete Daisuke Kato from the user rights list. Screenshot: Example of permission settings. Daisuke Kato has been deleted from the user rights list

If the security model is "REVOKE (All users have access except users on the list)"

The security model for access rights to the account book is described in the "REVOKE (select a restricted target)" example.

  • Example of Prohibiting Daisuke Kato to Perform All the Actions on Business Partners:
    You can leave the view and edit permission from Daisuke Kato. Screenshot: Example of permission settings. All permissions have been removed
  • Example of Prohibiting Daisuke Kato to Perform Edit Book Actions on Business Partners:
    You can remove the editing privileges from Daisuke Kato. Screenshot: Example of permission settings. Edit permission has been removed
  • Example of Allowing Daisuke Kato to Perform All the Actions on Business Partners:
    Delete Daisuke Kato from the user rights list. Screenshot: Example of permission settings. Daisuke Kato has been deleted from the user rights list

Changing User Rights

Change access permissions granted to users and departments.

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click "System settings".

  3. Select "Application settings" tab.

  4. Click Address Book.

  5. Click Edit user rights.

  6. On the "Edit user rights" screen, select a book.

  7. On "User Rights" screen, click "Edit" for the user rights to change.

    Screenshot: Link to change is highlighted in the list of User rights screen

  8. On "Edit user rights" screen, you can change the user rights as needed.

  9. Confirm your settings and click Save.

Deleting User Rights

You can delete user rights to books that have been granted to users and organizations.
If you delete user rights, actions that users can perform changes as follows depending on the security model:

  • If the security model is "GRANT (Only users on list have access)":
    Users who were deleted the user rights or users who belonged to the departments or roles that lost user rights no longer be able to work with items they previously could.
  • If the security model is "REVOKE (All users have access except users on list)":
    Users who were deleted the user rights or users who belonged to the departments or roles that lost user rights can now work with items they prohibited to use.

Selecting and Deleting User Rights

Select and delete user rights.

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click "System settings".

  3. Select "Application settings" tab.

  4. Click Address Book.

  5. Click Edit user rights.

  6. On the "Edit user rights" screen, select a book.

  7. On "User Rights" screen, select the checkbox for the user rights to delete, and then click "Delete".

    Screenshot: Checkboxes of users to be deleted are selected on the User rights screen. The Delete button is highlighted

  8. Click Yes on "Delete user rights" screen.

Deleting All User Rights

Delete all user rights.

Steps:
  1. Click the administration menu icon (gear icon) in the header.

  2. Click "System settings".

  3. Select "Application settings" tab.

  4. Click Address Book.

  5. Click Edit user rights.

  6. On the "Edit user rights" screen, select a book.

  7. On "User rights" screen, click "Delete all".

    Screenshot: Link to delete all is highlighted in the list of User rights screen

  8. Click Yes on "Delete all user rights" screen.