Object and Field Level Security in WorkSpan

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Access Levels in WorkSpan set the object level access for users, i.e, who can view, edit, copy, and delete an object.  A user can be added to an object in WorkSpan with one of the following four access levels:

  • Owner: Has superpowers to manage an object as a whole, and tailor member access.
  • Collaborator: Has view and edit rights to all sections in an object but cannot delete the object. Use this level for the core team members on the object.
  • Participant: Has view rights to most sections (except the financial sections) and can edit activities and assets that are specifically assigned to them.
  • Viewer: Has view-only access. Appropriate for operations team, who need to view all aspects but are not going to make any updates.

Access Levels can be set for the following objects in WorkSpan:

    • Joint Marketing: Campaigns, Programs
    • Joint Solutions: Solutions, Opportunities
    • Joint Sales: Sales Plans, Opportunities
    • Reports

 Access levels control the following Object Level Actions for a user in WorkSpan:

Action

Owner

Collaborator

Participant

Viewer

View

Yes

Yes

Yes - Restricted

Cannot view Financial/Funding sections on Campaigns

Yes

Edit

Yes

Yes

Yes - Restricted

Cannot edit Financial/Funding sections on Campaigns

No

Clone (Copy)

Yes

No

No

No

Archive and Delete

Yes

No

No

No

Add Assets

Yes

Yes

Yes

No

View Assets

Yes

Yes

Yes

Yes

Edit / Delete Assets

Yes

Yes

Yes - Restricted

Can only edit or delete their own assets.

No

Add Tasks

Yes

Yes

Yes

No

View Tasks

Yes

Yes

Yes

Yes

Edit/Delete Tasks

Yes

Yes

Yes

No

Email Notifications for Updates

Yes

Yes

Yes

No


Within Programs and Campaigns, there are additional actions such as Funding, Claim Requests and Claim Approvals that require a higher access level for a user to perform.

In Campaigns:

Action

Owner

Collaborator

Participant

Viewer

Apply for Funds, Withdraw Fund Requests

Yes

No

No

No

Submit Claims

Withdraw Claims

Yes

No

No

No

Add Activities

Yes

Yes

No

No

Edit/Delete Activities

Yes

Yes

Yes-restricted. Users with this access level can only edit or delete the activities that they have created.

No

 

In Programs:

 

Action

Owner

Collaborator

Participant

Viewer

Approve/Decline Fund Requests

Yes

No

No

No

Approve/Decline Claims

Yes

No

No

No

Move Program Stage

Yes

Yes

No

No

 

Field Level Security

Besides access level controls and sharing modes, you can also control field access, i.e, determine which fields should be accessible to users within or outside your company.  

This is an extremely powerful feature that allows you and your partners to integrate and keep company confidential data attached to the same record, without having to maintain another data source for your company's private data. You can now easily access your internal data and any partner supplied data on a single object record, that improves productivity and accelerates business decisions.

WorkSpan provides the flexibility to extend the objects and add additional fields to support your joint business processes. You can define Custom fields that can be shared with your partner and are visible to all members on an object, or, you can define Company fields that are private and only visible to users within your company that are members on an object. Company fields are hidden when users from other companies access the object. Also, Company fields do not appear in searches or reports for users that are not in your company.

Note: Company fields feature is currently available only for Sales, Solutions and Opportunities.

Custom

  • Custom fields that are added to an object are shared and accessible by all members of the object.
  • Users from any member company can search and report on the shared fields.

Company

  • Only users within a company that are members on an object can view fields added to the Company section. These sections are hidden from users from other companies.
  • Company private fields appear with a lock on the UI.
  • Searches and reports will not display these fields to users of other companies.
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