Understanding Access Levels

Access Levels in WorkSpan set the record level access for users, i.e, who can view, edit, copy, clone, delete, and who have access to the sections and linked objects for that record. Here are the four access levels for users on all objects in WorkSpan:

• Owner:  All edit, archive, delete rights on the object, and can adjust security settings for the object. The user who creates the record is automatically set as the object owner. Additional users can be added as Owners by this user.
• Collaborator: View and edit to all sections in an object, except that they can’t archive or delete an object or configure the security settings.
• Participant: View most sections (except the financial sections), and edit activities and assets that are specifically assigned to them. 
• Viewer: View-only access. This access level is appropriate for operations teams in an organization who need to view or report across all the data, but are not going to make any updates.

Each user is added with one of the access levels on the WorkSpan objects:

• Partner Program
• Sales Plans
• Marketing Plans
• Solutions
• Activities
• Leads
• Opportunities
• Programs
• Campaigns
• Accounts 
• Accounts are also a company private object i.e. users invited to the Account must be users from the same company. You cannot invite your partners to this object. This is the list of your customer accounts and map to how it is configured in your CRM or Customer Master Data for your company.

Member information including the access level granted to each user, can be viewed from the Team Members section on the object.

Also learn more about Access on Reports: Reports Security

Access Matrix by Access Level

Access levels control the following access and actions on WorkSpan objects.

In Programs and Campaigns, there are additional actions for Funding, Expenses, Claim Requests and Claim Approvals that are also controlled by Access Level.

In Campaigns:

In Programs:

Actions on Linked Objects 

Adding or Linking child objects to a parent object:

• Users at any access level on the parent object - Owner, Collaborator, Viewer or Participant, can add or link a child object to the parent object.
• The user can only link child objects where they are an Owner or Collaborator on the child object.

Viewing child objects from a parent object:

• Owners, Collaborators and Viewers on the parent object can view all the linked child objects to that record from the respective object tabs, even if the user is not a member of that child record. 
• Example - If you have Owner, Collaborator or Viewer access to the Sales Plan or Solution, you can view all the linked Opportunities, from the Opportunity tab on that record
• Participants on the parent object can only view the child records that they are a member of.  
• Example - If you are a Participant on the Sales Plan, you can only see the sub-set of Opportunities where you are already added as an Owner, Collaborator, Viewer or Participant.