{"id":155386,"date":"2026-11-02T11:40:10","date_gmt":"2026-11-02T11:40:10","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&p=155386"},"modified":"2026-11-02T14:01:16","modified_gmt":"2026-11-02T14:01:16","slug":"restriction-types-in-advanced-permissions-and-their-impact-on-lists-exports-and-printing","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/restriction-types-in-advanced-permissions-and-their-impact-on-lists-exports-and-printing\/","title":{"rendered":"Restriction Types in Advanced Permissions and Their Impact on Lists, Exports, and Printing"},"content":{"rendered":"
\n

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.<\/p>\n

\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> These restrictions are set from the Manage Permissions<\/strong> screen in Workflow Types<\/strong><\/a>, and they apply only to users and roles included in the Update<\/strong> or View<\/strong> permission of the workflow type. They don’t apply to the account owner<\/strong>.<\/p>\n<\/div>\n

\n

Table of Contents<\/p>\n

    \n
  1. Restriction types<\/strong><\/a><\/li>\n
  2. Field-Level Restriction Add, View & Edit<\/strong><\/a><\/li>\n
  3. Record-Level View Filter by Status<\/strong><\/a><\/li>\n
  4. Status Transition Restriction<\/strong><\/a><\/li>\n
  5. Impact summary by location<\/strong><\/a><\/li>\n
  6. Which rule applies?<\/strong><\/a><\/li>\n
  7. FAQs<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Restriction types<\/h2>\n\n\n\n\n\n\n
    Restriction type<\/th>\nControls<\/th>\n<\/tr>\n
    Field-Level Restriction Add, View & Edit<\/strong><\/td>\nThe fields the user can add, view, or edit.<\/td>\n<\/tr>\n
    Record-Level View Filter by Status<\/strong><\/td>\nThe records the user can see, based on their status.<\/td>\n<\/tr>\n
    Status Transition Restriction<\/strong><\/td>\nThe statuses the user can move a record to.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Record-Level View Filter by Status<\/strong> controls what the user sees<\/strong>, while Status Transition Restriction<\/strong> controls what they can change<\/strong>; you can use both together.<\/p>\n

    Field-Level Restriction Add, View & Edit<\/h2>\n

    Each field has three permissions: View<\/strong>, Add<\/strong>, and Edit<\/strong>, and View<\/strong> is required for the other two.<\/p>\n\n\n\n\n\n\n\n\n\n
    Location<\/th>\nField that isn’t allowed<\/th>\n<\/tr>\n
    Add form<\/td>\nThe field doesn’t appear if Add<\/strong> isn’t ticked for it, and the record is created with the allowed fields only.<\/td>\n<\/tr>\n
    Edit form<\/td>\nThe field doesn’t appear if Edit<\/strong> isn’t ticked for it, and it keeps its current value unchanged.<\/td>\n<\/tr>\n
    Records list<\/td>\nThe field doesn’t appear as a column if View<\/strong> isn’t ticked for it, even if the user had shown it before, and it can’t be used for search, sorting, or filtering.<\/td>\n<\/tr>\n
    Record view page<\/td>\nNeither 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.<\/td>\n<\/tr>\n
    Exports and reports<\/td>\nThe field that isn’t allowed to be viewed is hidden.<\/td>\n<\/tr>\n
    Activity log<\/td>\nValues of fields that aren’t allowed to be viewed don’t appear.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
      \n
    • Add<\/strong> and Edit<\/strong> are independent: a field may appear in the add form but not in the edit form, or the other way around.<\/li>\n
    • When View<\/strong> is granted for the field again, it appears again in the list and view page.<\/li>\n
    • Required fields are ticked together: ticking Add<\/strong> for one of them ticks it for all, and unticking it for one unticks it for all.<\/li>\n<\/ul>\n

      Record-Level View Filter by Status<\/h2>\n

      The user sees only records in the statuses selected in Statuses Users Can View<\/strong>.<\/p>\n\n\n\n\n\n\n\n\n\n\n
      Location<\/th>\nWhat happens<\/th>\n<\/tr>\n
      Records list<\/td>\nOnly records in allowed statuses appear, when the list opens and while paging, sorting, and searching.<\/td>\n<\/tr>\n
      Status tabs and their counts<\/td>\nOnly allowed statuses appear, and counts are calculated from allowed records.<\/td>\n<\/tr>\n
      Status filter<\/td>\nShows allowed statuses only.<\/td>\n<\/tr>\n
      Search<\/td>\nDoesn’t show a record whose status isn’t allowed, even if the user searches for it by name or number.<\/td>\n<\/tr>\n
      Opening a record directly<\/td>\nOpening a record in an unselected status is blocked.<\/td>\n<\/tr>\n
      Export<\/td>\nContains records in allowed statuses only.<\/td>\n<\/tr>\n
      Record status changes<\/td>\nIf 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.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      The user can’t see this filter or remove it.<\/p>\n

      Status Transition Restriction<\/h2>\n

      The user can move a record only to the statuses selected in Statuses Users Can Transition To<\/strong>.<\/p>\n

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

        Impact summary by location<\/h2>\n\n\n\n\n\n\n\n\n\n
        Location<\/th>\nField-Level Restriction<\/strong><\/th>\nView Filter by Status<\/strong><\/th>\nStatus Transition Restriction<\/strong><\/th>\n<\/tr>\n
        Records list<\/td>\nColumns of fields not allowed to be viewed are hidden<\/td>\nOnly records in allowed statuses appear<\/td>\n\u2014<\/td>\n<\/tr>\n
        Record view page<\/td>\nFields not allowed to be viewed are hidden<\/td>\nOpening a record in a status that isn’t allowed is blocked<\/td>\nOnly allowed statuses appear in the status picker<\/td>\n<\/tr>\n
        Add form<\/td>\nFields not allowed to be added are hidden<\/td>\n\u2014<\/td>\n\u2014<\/td>\n<\/tr>\n
        Edit form<\/td>\nFields not allowed to be edited are hidden<\/td>\n\u2014<\/td>\nOnly allowed statuses appear<\/td>\n<\/tr>\n
        Bulk update<\/td>\n\u2014<\/td>\n\u2014<\/td>\nOnly allowed statuses appear<\/td>\n<\/tr>\n
        Exports and reports<\/td>\nFields not allowed to be viewed are hidden<\/td>\nOnly allowed records are exported<\/td>\n\u2014<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Which rule applies?<\/h2>\n\n\n\n\n\n\n\n\n\n\n
        Case<\/th>\nRule applied<\/th>\n<\/tr>\n
        A rule for a named user, and a rule of the same type for a role they belong to.<\/td>\nThe user’s rule.<\/td>\n<\/tr>\n
        The user belongs to more than one role and has a rule under their name.<\/td>\nThe user’s rule.<\/td>\n<\/tr>\n
        A rule for the user in one type only.<\/td>\nTheir rule in that type, and their role’s rules in the other types.<\/td>\n<\/tr>\n
        No rule for the user, and a rule for their role.<\/td>\nThe role’s rule.<\/td>\n<\/tr>\n
        No rule for the user or their role.<\/td>\nNo advanced restrictions; the system works based on the Permissions<\/strong> section.<\/td>\n<\/tr>\n
        The user isn’t included in the Update<\/strong> or View<\/strong> permission.<\/td>\nAdvanced rules are ignored for them.<\/td>\n<\/tr>\n
        Account owner<\/strong><\/td>\nNo restrictions apply to them.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        FAQs<\/h2>\n

        Why can’t the employee see some fields in the record?<\/h3>\n

        Because View<\/strong> isn’t ticked for these fields in their rule under Field-Level Restriction Add, View & Edit<\/strong>.<\/p>\n

        Why don’t some records appear in the employee’s list?<\/h3>\n

        Because their status isn’t selected in the employee’s rule under Record-Level View Filter by Status<\/strong>.<\/p>\n

        Why can’t the employee move the record to a certain status?<\/h3>\n

        Because this status isn’t selected in their rule under Status Transition Restriction<\/strong>, so it doesn’t appear in their status picker.<\/p>\n

        The employee has a rule under their name and their role has a different rule. Which one applies?<\/h3>\n

        The rule under the employee’s name.<\/p>\n

        If a field is allowed to be viewed but not edited, does its value change when the record is edited?<\/h3>\n

        No, the field doesn’t appear in the edit form and keeps its current value.<\/p>\n

        Do the restrictions affect the account owner?<\/h3>\n

        No, advanced restrictions don’t apply to the account owner<\/strong>.<\/p>\n<\/div>\n","protected":false},"author":38,"featured_media":0,"template":"","categories":[2089,2092],"tags":[27604,27628,27609,27623,27625,27624,27626,27627,27610,27622,27611,27629,27631,27630,27618,27607,27608],"class_list":["post-155386","tutorial","type-tutorial","status-publish","hentry","category-workflows","category-workflow-type","tag-advanced-permissions","tag-block-status-change","tag-field-level-restriction","tag-field-level-restriction-add-view-edit","tag-hide-fields-from-export","tag-hide-fields-from-list","tag-hide-fields-from-reports","tag-hide-records-by-status","tag-record-level-view-filter-by-status","tag-restriction-types","tag-status-transition-restriction","tag-user-rule-over-role-rule","tag-why-cant-the-employee-change-the-record-status-in-the-workflow","tag-why-cant-the-employee-see-some-fields-or-records-in-the-workflow","tag-workflow-access-control","tag-workflow-permissions","tag-workflow-type-permissions"],"yoast_head":"\nRestriction Types in Advanced Permissions and Their Impact on Lists, Exports, and Printing - 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