Setting Access Permissions for Items

You can select whether to allow users to view or change the values entered in the fields for each step of the route in the request.
User rights for items can be set only for approval routes.

Item Types for Which User Rights Can Be Set
  • String (one line)
  • String (multiple lines)
  • Date
  • Number:
    However, if one of the following conditions is true, the user rights cannot be set
    • The "Number" field is specified as an item for the route branching.
    • The "Numeric" field is used for the "Automatic calculation" field, and the "Automatic calculation" field is specified as an item for the route branching.
  • Attachment:
    If a required field is set, the user of the route step who has the edit permission must attach a file. However, if you already have one or more files attached, you do not need to add attachments.
Steps:

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

  2. Click "System settings".

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request Form" screen, select a category, and then click the request form name of the request form to set permissions for items.

  7. In the "Request form items" list on the "Request form details" screen, click Set item access privileges.

    If the approval route has not been set, the Set item access privileges link is disabled.
    Image of action link for setting permissions for an item

  8. On the "Item access rights" screen, click Edit for the item to set user rights. User Rights Settings screen of items

  9. On the "Edit item access rights" screen, select the checkboxes of the permissions you want to grant for each route step, and click Save. Image of changing user rights of an item

  10. On the preview screen, check the displayed items.

    For details, refer to Previewing Request Forms.

Differences of User Rights Applied to Each Screen

If the same user has been set for multiple route steps with different access rights, the user rights applied to the users will be changed by the display screen.

List screens User Rights
Sent items list Applicant User Rights
Results list Applicant User Rights

Inbox list

 Access right for the nearest route step, up to the current route
Unprocessed list Access right for the current route step
Proxy approval list Access right for the current route step
Approval appointment list The user right of the route step closest to the last approval in the approval route step.
Public list The user rights of the item do not apply.

This section describes the following permissions if you have set them up

  • The applicant does not have permission to view or edit.
  • The route step of the approval route has permission to view and edit.

Image of user rights settings of items

A): "Applicant" does not have permission to view and edit.

B): "Accountant" has permission to access and edit.

If the processor of the applicant and the route step is the same user, the "sent" and "latest" screens are displayed as follows

  • "Send List" screen Send list screen
  • The "latest" page Receive list screen