Restriction Types in Advanced Permissions and Their Impact on Lists, Exports, and Printing

This guide explains the three restriction types in advanced permissions for workflow types, what a restricted user sees in the list, view page, add and edit forms, exports, and reports, and which rule applies when rules conflict.

Restriction types

Restriction type	Controls
Field-Level Restriction Add, View & Edit	The fields the user can add, view, or edit.
Record-Level View Filter by Status	The records the user can see, based on their status.
Status Transition Restriction	The statuses the user can move a record to.

Record-Level View Filter by Status controls what the user sees, while Status Transition Restriction controls what they can change; you can use both together.

Field-Level Restriction Add, View & Edit

Each field has three permissions: View, Add, and Edit, and View is required for the other two.

Location	Field that isn’t allowed
Add form	The field doesn’t appear if Add isn’t ticked for it, and the record is created with the allowed fields only.
Edit form	The field doesn’t appear if Edit isn’t ticked for it, and it keeps its current value unchanged.
Records list	The field doesn’t appear as a column if View isn’t ticked for it, even if the user had shown it before, and it can’t be used for search, sorting, or filtering.
Record view page	Neither the field nor its value appears. If all fields are hidden, the record still opens and shows its basic details, such as the number and status.
Exports and reports	The field that isn’t allowed to be viewed is hidden.
Activity log	Values of fields that aren’t allowed to be viewed don’t appear.

• Add and Edit are independent: a field may appear in the add form but not in the edit form, or the other way around.
• When View is granted for the field again, it appears again in the list and view page.
• Required fields are ticked together: ticking Add for one of them ticks it for all, and unticking it for one unticks it for all.

Record-Level View Filter by Status

The user sees only records in the statuses selected in Statuses Users Can View.

Location	What happens
Records list	Only records in allowed statuses appear, when the list opens and while paging, sorting, and searching.
Status tabs and their counts	Only allowed statuses appear, and counts are calculated from allowed records.
Status filter	Shows allowed statuses only.
Search	Doesn’t show a record whose status isn’t allowed, even if the user searches for it by name or number.
Opening a record directly	Opening a record in an unselected status is blocked.
Export	Contains records in allowed statuses only.
Record status changes	If the record moves to a status that isn’t allowed, it disappears from the user’s list; if it moves to an allowed status, it appears.

The user can’t see this filter or remove it.

Status Transition Restriction

The user can move a record only to the statuses selected in Statuses Users Can Transition To.

• Unselected statuses are hidden from the status picker on the view page, edit, and bulk update.
• If the user tries to move the record to a status that isn’t allowed in another way, the change is rejected.
• If the user has no allowed status, they can’t change the record status.

Impact summary by location

Location	Field-Level Restriction	View Filter by Status	Status Transition Restriction
Records list	Columns of fields not allowed to be viewed are hidden	Only records in allowed statuses appear	—
Record view page	Fields not allowed to be viewed are hidden	Opening a record in a status that isn’t allowed is blocked	Only allowed statuses appear in the status picker
Add form	Fields not allowed to be added are hidden	—	—
Edit form	Fields not allowed to be edited are hidden	—	Only allowed statuses appear
Bulk update	—	—	Only allowed statuses appear
Exports and reports	Fields not allowed to be viewed are hidden	Only allowed records are exported	—

Which rule applies?

Case	Rule applied
A rule for a named user, and a rule of the same type for a role they belong to.	The user’s rule.
The user belongs to more than one role and has a rule under their name.	The user’s rule.
A rule for the user in one type only.	Their rule in that type, and their role’s rules in the other types.
No rule for the user, and a rule for their role.	The role’s rule.
No rule for the user or their role.	No advanced restrictions; the system works based on the Permissions section.
The user isn’t included in the Update or View permission.	Advanced rules are ignored for them.
Account owner	No restrictions apply to them.

FAQs

Why can’t the employee see some fields in the record?

Because View isn’t ticked for these fields in their rule under Field-Level Restriction Add, View & Edit.

Why don’t some records appear in the employee’s list?

Because their status isn’t selected in the employee’s rule under Record-Level View Filter by Status.

Why can’t the employee move the record to a certain status?

Because this status isn’t selected in their rule under Status Transition Restriction, so it doesn’t appear in their status picker.

The employee has a rule under their name and their role has a different rule. Which one applies?

The rule under the employee’s name.

If a field is allowed to be viewed but not edited, does its value change when the record is edited?

No, the field doesn’t appear in the edit form and keeps its current value.

Do the restrictions affect the account owner?

No, advanced restrictions don’t apply to the account owner.