Restricting Visibility of Departments and User Details Across Different Top-Level Departments

Configuring department access control

This section explains how to restrict the ability for users to access the user profile screens and other information of a department that belongs to a different top-level department. This function is called the department access control setting.

Configuring department access control

Restrictions on Viewing User Details

When the department access control setting is enabled, user details and department details are not visible to users who belong to a different top-level department.
User details and department details are visible to users who belong to the same top-level department, regardless of the hierarchical level of the user's department.
Restrictions on viewing user details
However, Users & System administrators can use Users & System Administration to view each user's user details and department details.

Restrictions on Search

When the department access control setting is enabled, users cannot search departments and users that belong to a different top-level department.
Additionally, users cannot set a comment Mention to users who belong to a different top-level department.
Various types of access to users and departments are restricted, such as the restriction that prevents the users of a different top-level department from appearing on screens.
For details, see Views and Selections Restricted by the Department Access Control Setting.

Views and Selections Restricted by the Department Access Control Setting

The tables below describe whether the actions on each screen are restricted when the department access control setting is enabled. In the tables, "●" indicates that the action is allowed, and an empty cell indicates that the action is not allowed.
For example, the table for Users & System Administration indicates that if the department access control is enabled, non-administrator users cannot view the profiles of other users who belong to different departments.

The restricted views and selections are the same for both PCs and mobile devices.

Users & System Administration
Screen, Dialog box Action Users & System Administrator kintone System Administrator Non-administrator user
User Details Viewing x x
Others Viewing
Select
x x
kintone System Administration
Screen, Dialog box Item Action Users & System Administrator kintone System Administrator
App Templates Created by Viewing
Space Management Updated by Viewing
Space Templates Created by Viewing
Actions on threads Updated by Viewing
Action Settings dialog box Available To: Viewing
Select
Permission Management User
Departments
Field group
Viewing
Select
Permissions for App Groups User
Departments
Field group
Viewing
Select
App Management
Screen, Dialog box Item Action Users & System Administrator kintone System Administrator Non-administrator user
App Management Updated by Viewing x
Form User selection field
(Preset users)
Viewing
Selecting
x
User selection field
(Default Value) 
Department selection field
(Preset departments)
Viewing
Select
x
Department selection field
(Default Value)
Viewing
Select
x
Lookup fields
(Initial filter setting)
Viewing
Select
x
Related Records fields
(Filter)
Viewing
Select
x
Views Filter and Sort Viewing
Select
x
Notifications General Notifications Recipient Viewing x
Per Record Notifications Notification Trigger Viewing x
Recipient Viewing x
Reminder Notifications Notification Trigger Viewing x
Recipient Viewing x
General Notifications
(Recipients and Conditions)
Select x
Per Record Notifications
(Per Record Notifications/Recipient)
Reminder Notifications
(Condition/Recipient)
Graph Graph Contents (Filter) Viewing
Select
x
Process Management Assignee Viewing x
Select x
Branch Criteria Viewing
Select
x
Action Updated by Viewing x
Action Settings dialog box Available To: Viewing x
Select x
Permissions for App User
Departments
Groups and Permissions
Viewing x
Select x
Permissions for Records Notification Trigger Viewing x
User
Departments
Groups and Permissions
Viewing x
Notification Trigger Select x
User
Departments
Groups and Permissions
Permissions for Fields User
Departments
Groups and Permissions
Viewing x
Select x
App
Screen, Dialog box Item Action Users & System Administrator kintone System Administrator Non-administrator user
View
  • Created by
  • Updated by
  • User selection field
Viewing x x x
User selection field Select x x x
Department selection field Viewing
Select
x x x
Filter and Sort, Graph filter Viewing
Select
x x x
Assignee Viewing x x x
Add records User selection field Viewing
Select
x x x
Department selection field Viewing
Select
x x x
Lookup filter conditions Viewing
Select
x x x
The following fields in Related Records:
  • Created by
  • Updated by
  • Assignee
  • User selection
Viewing x x x
Department selection field in Related Records Viewing x x x
Edit records
  • Created by
  • Updated by
Viewing x x x
User selection field Viewing
Select
x x x
Department selection field Viewing
Select
x x x
Lookup filter conditions Viewing
Select
x x x
The following fields in Related Records:
  • Created by
  • Updated by
  • Assignee
  • User selection
Viewing x x x
Department selection field in Related Records Viewing x x x
Record details
  • Created by
  • Updated by
  • User selection field
Viewing x x x
Department selection field Viewing x x x
The following fields in Related Records:
  • Created by
  • Updated by
  • Assignee
  • User selection
  • Status History
Viewing x x x
Department selection field in Related Records Viewing x x x
Select Assignee Select
Change Assignee Select x
Status History Viewing x x x
History Viewing x x x
Comment Mention Viewing x x x
Select x x x
Printable Version
  • Created by
  • Updated by
  • User selection field
  • Status History
Viewing x x x
Department selection field Viewing x x x
Space
Screen, Dialog box Item Action Users & System Administrator kintone System Administrator Non-administrator user
Create Space/Options dialog box Members Viewing x
Select x
Cover page List of members Viewing x x x
"Updated by" of an announcement Viewing x x x
Thread details Thread followers list Viewing x x x
"Updated by" of the body text Viewing x x x
Comment Mention Viewing x x x
Select x x x
Users who like this Viewing x x x
Action Settings dialog box Available To: Viewing x x x
Select x
People
Screen, Dialog box Item Action Users & System Administrator kintone System Administrator Non-administrator user
List of people Screen Viewing x x x
User Details of invisible users Screen Viewing x x x
User Details Comment Mention Viewing x x x
Select x x x
Users who like this Viewing x x x
Messages
Screen, Dialog box Item Action Users & System Administrator kintone System Administrator Non-administrator user
Messages of invisible users Screen Viewing x x x
Notifications
Screen, Dialog box Item Action Users & System Administrator kintone System Administrator Non-administrator user
Notifications Sender name Viewing x x x
Notification details Sender name Viewing x x x
Notification Filter Settings dialog box Sent From Viewing
Select
x x x
Locations Viewing
Select
x x x
Search
Screen, Dialog box Item Action Users & System Administrator kintone System Administrator Non-administrator user
Search Results Created by Viewing x x x
"Created by" filter Select x x x
People Viewing x x x