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

In the Users & System Administration, you can restrict 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.

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.
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.
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.
Screen, Dialog box | Action | Users & System Administrator | kintone System Administrator | Non-administrator user |
---|---|---|---|---|
Profile | View | Allowed | Not Allowed | Not Allowed |
Others | View Save |
Allowed | Not Allowed | Not Allowed |
Screen, Dialog box | Field | Action | Users & System Administrator | kintone System Administrator | Non-administrator user |
---|---|---|---|---|---|
App Management | Updated by | View | Allowed | Allowed | Not Allowed |
App Templates | Created by | View | Allowed | Allowed | Not Allowed |
Space Management | Updated by | View | Allowed | Allowed | Not Allowed |
Space Templates | Created by | View | Allowed | Allowed | Not Allowed |
Thread Action Management | Updated by | View | Allowed | Allowed | Not Allowed |
Action Settings dialog box | Available To: | View Save |
Allowed | Allowed | Not Allowed |
Access permissions | Users Departments Groups |
View Save |
Allowed | Allowed | Not Allowed |
Permissions for App Groups | Users Departments Groups |
View Save |
Allowed | Allowed | Not Allowed |
Screen, Dialog box | Field | Action | Users & System Administrator | kintone System Administrator | Non-administrator user | |
---|---|---|---|---|---|---|
Form creation | User selection field (Preset users) |
View Selecting |
Allowed | Allowed | Not Allowed | |
User selection field (Default Value) |
||||||
Department selection field (Preset departments) |
View Save |
Allowed | Allowed | Not Allowed | ||
Department selection field (Default Value) |
View Save |
Allowed | Allowed | Not Allowed | ||
Lookup fields (Initial filter setting) |
View Save |
Allowed | Allowed | Not Allowed | ||
Related Records fields (Filter) |
View Save |
Allowed | Allowed | Not Allowed | ||
View creation | Filter creation | View Save |
Allowed | Allowed | Not Allowed | |
Notification settings | General Notifications | Recipient | View | Allowed | Allowed | Not Allowed |
Per Record Notifications | Notification Trigger | View | Allowed | Allowed | Not Allowed | |
Recipient | View | Allowed | Allowed | Not Allowed | ||
Reminder Notifications | Notification Trigger | View | Allowed | Allowed | Not Allowed | |
Recipient | View | Allowed | Allowed | Not Allowed | ||
General Notifications (Recipients and Conditions) |
Save | Allowed | Allowed | Not Allowed | ||
Per Record Notifications (Per Record Notifications/Recipient) |
||||||
Reminder Notifications (Condition/Recipient) |
||||||
Graph creation | Graph Contents (Filter) | View Save |
Allowed | Allowed | Not Allowed | |
Process management | Assignee | View | Allowed | Allowed | Not Allowed | |
Save | Allowed | Allowed | Not Allowed | |||
Branch Criteria | View Save |
Allowed | Allowed | Not Allowed | ||
Webhook | Webhook | View | Not Allowed | Not Allowed | Not Allowed | |
Slack Integration | Slack Integration | View | Not Allowed | Not Allowed | Not Allowed | |
Action | Updated by | View | Allowed | Allowed | Not Allowed | |
Action Settings dialog box | Available To: | View | Allowed | Allowed | Not Allowed | |
Save | Allowed | Allowed | Not Allowed | |||
Permissions for App | Users Departments Groups and Permissions |
View | Allowed | Allowed | Not Allowed | |
Save | Allowed | Allowed | Not Allowed | |||
Permissions for Records | Notification Trigger | View | Allowed | Allowed | Not Allowed | |
Users Departments Groups and Permissions |
View | Allowed | Allowed | Not Allowed | ||
Notification Trigger | Save | Allowed | Allowed | Not Allowed | ||
Users Departments Groups and Permissions |
||||||
Permissions for Fields | Users Departments Groups and Permissions |
View | Allowed | Allowed | Not Allowed | |
Save | Allowed | Allowed | Not Allowed |
Screen, Dialog box | Field | Action | Users & System Administrator | kintone System Administrator | Non-administrator user |
---|---|---|---|---|---|
View |
|
View | Not Allowed | Not Allowed | Not Allowed |
User selection field | Save | Not Allowed | Not Allowed | Not Allowed | |
Department selection field | View Save |
Not Allowed | Not Allowed | Not Allowed | |
Filter and Sort, Graph filter | View Save |
Not Allowed | Not Allowed | Not Allowed | |
Assignee | View | Not Allowed | Not Allowed | Not Allowed | |
Add records | User selection field | View Save |
Not Allowed | Not Allowed | Not Allowed |
Department selection field | View Save |
Not Allowed | Not Allowed | Not Allowed | |
Lookup filter conditions | View Save |
Not Allowed | Not Allowed | Not Allowed | |
The following fields in Related Records:
|
View | Not Allowed | Not Allowed | Not Allowed | |
Department selection field in Related Records | View | Not Allowed | Not Allowed | Not Allowed | |
Edit records |
|
View | Not Allowed | Not Allowed | Not Allowed |
User selection field | View Save |
Not Allowed | Not Allowed | Not Allowed | |
Department selection field | View Save |
Not Allowed | Not Allowed | Not Allowed | |
Lookup filter conditions | View Save |
Not Allowed | Not Allowed | Not Allowed | |
The following fields in Related Records:
|
View | Not Allowed | Not Allowed | Not Allowed | |
Department selection field in Related Records | View | Not Allowed | Not Allowed | Not Allowed | |
Record details |
|
View | Not Allowed | Not Allowed | Not Allowed |
Department selection field | View | Not Allowed | Not Allowed | Not Allowed | |
The following fields in Related Records:
|
View | Not Allowed | Not Allowed | Not Allowed | |
Department selection field in Related Records | View | Not Allowed | Not Allowed | Not Allowed | |
Select Assignee | Save | Allowed | Allowed | Allowed | |
Change Assignee | Save | Allowed | Allowed | Not Allowed | |
Status History | View | Not Allowed | Not Allowed | Not Allowed | |
History | View | Not Allowed | Not Allowed | Not Allowed | |
Comment Mention | View | Not Allowed | Not Allowed | Not Allowed | |
Save | Not Allowed | Not Allowed | Not Allowed | ||
Printable Version |
|
View | Not Allowed | Not Allowed | Not Allowed |
Department selection field | View | Not Allowed | Not Allowed | Not Allowed |
Screen, Dialog box | Field | Action | Users & System Administrator | kintone System Administrator | Non-administrator user |
---|---|---|---|---|---|
Create Space/Options dialog box | Members | View | Allowed | Allowed | Not Allowed |
Save | Allowed | Allowed | Not Allowed | ||
Cover page | List of members | View | Not Allowed | Not Allowed | Not Allowed |
"Updated by" of an announcement | View | Not Allowed | Not Allowed | Not Allowed | |
Thread details | Thread followers list | View | Not Allowed | Not Allowed | Not Allowed |
"Updated by" of the body text | View | Not Allowed | Not Allowed | Not Allowed | |
Comment Mention | View | Not Allowed | Not Allowed | Not Allowed | |
Save | Not Allowed | Not Allowed | Not Allowed | ||
Users who like this | View | Not Allowed | Not Allowed | Not Allowed | |
Action Settings dialog box | Available To: | View | Not Allowed | Not Allowed | Not Allowed |
Save | Allowed | Allowed | Not Allowed |
Screen, Dialog box | Field | Action | Users & System Administrator | kintone System Administrator | Non-administrator user |
---|---|---|---|---|---|
List of people | Screen | View | Not Allowed | Not Allowed | Not Allowed |
User Details of invisible users | Screen | View | Not Allowed | Not Allowed | Not Allowed |
Profile | Comment Mention | View | Not Allowed | Not Allowed | Not Allowed |
Save | Not Allowed | Not Allowed | Not Allowed | ||
Users who like this | View | Not Allowed | Not Allowed | Not Allowed |
Screen, Dialog box | Field | Action | Users & System Administrator | kintone System Administrator | Non-administrator user |
---|---|---|---|---|---|
Messages of invisible users | Screen | View | Not Allowed | Not Allowed | Not Allowed |
Screen, Dialog box | Field | Action | Users & System Administrator | kintone System Administrator | Non-administrator user |
---|---|---|---|---|---|
Notifications | Sender name | View | Not Allowed | Not Allowed | Not Allowed |
Notification details | Sender name | View | Not Allowed | Not Allowed | Not Allowed |
Notification Filter Settings dialog box | Sent From | View Save |
Not Allowed | Not Allowed | Not Allowed |
Locations | View Save |
Not Allowed | Not Allowed | Not Allowed |
Screen, Dialog box | Field | Action | Users & System Administrator | kintone System Administrator | Non-administrator user |
---|---|---|---|---|---|
Search Results | Created by | View | Not Allowed | Not Allowed | Not Allowed |
"Created by" filter | Save | Not Allowed | Not Allowed | Not Allowed | |
People | View | Not Allowed | Not Allowed | Not Allowed |