Permission definition

In ActivityInfo, a Permission is a right given to a user to allow them to perform a specific task. Without the required Permission, a user will be prevented from performing that task. Permissions are part of Roles.

Permissions are the primary mechanism for controlling what a user can do in a Database, Folder, Form or Subform. Permissions are linked to Roles. Database templates come with specific Roles which can be adjusted to your needs or used as they are.

Permissions available

  • View all records
  • Add any record
  • Edit all records
  • Edit 'Reviewer only' fields*
  • Delete any records
  • Bulk record delete
  • Export records
  • Manage reference data
  • Manage users
  • Manage roles***
  • Manage record locks
  • Add forms and folders
  • Edit forms and folders
  • Delete forms and folders
  • Manage collection links**
  • Share reports
  • Publish reports
  • Audit user actions

*added in February 2021

**added in May 2021

*** added in October 2021

Please keep in mind that some Permissions are very significant. 

For example, the 'Manage roles' Permission enables someone with that Role to give themselves any Permissions. The 'Delete any records' and the 'Bulk record delete' Permissions allow someone to delete all records  in the resource(s) they access.

Some Roles combine Permissions with other Parameters so you can further refine the Permissions. For example, the Role of Reporting Partner in the Multi-partner reporting Database template is combined with the Parameter 'Partner'. So after adding the Partner organizations in the Reference Form, using this combination in this Role gives the following result of Permissions:

  • View where partner is user's partner
  • Add records where partner is user's partner
  • Edit records where partner is user's partner
  • Delete records where partner is user's partner
  • Export records

This way you can restrict users' permissions to Records related only to their organization.