Selective access example

The example below illustrates that when you enable selective access to a child list, you also enable it to the parent of the child list. It also shows how different levels of access interact in a list hierarchy. The example has two stages:

1. Enable and assign access to a child list.
2. Assign access in a parent list.

A Manager, Patrice Planner, needs:

• Write access to data for employees in their country.
• Read access to data for employees in other countries.

Kiran is an employee in the same country as Patrice, France, but Sylvia is an employee in a different country, Canada. Patrice needs:

• Write access for Kiran's data.
• Read access to Sylvia's data.

To assign selective access in this case:

1. Create an L1 Employees list that contains at least the items:
   • Kiran Contributor
   • Sylvia Sales
2. Create the list L2 Countries with the items:
   • France
   • Canada
3. In General Lists, set L2 Countries as the parent list of L1 Employees.
4. In the L1 Employees list, select Canada as the parent item for Sylvia Sales and France as the parent item of Kiran Contributor.
5. In General lists, enable Selective Access for L1 Employees.
   This automatically enables Selective access for L2 Countries.
6. Go to Users and assign Patrice Planner access to:
   • Kiran Contributor under L1 Employees Write.
   • Sylvia Sales under L1 Employees Read.

Additional employees join the company in both France and Canada, with additional managers.

Patrice needs write access to their direct reports, but they only need read access to employees that report to other managers.

Go to Users and assign both France and Canada to Patrice under L2 Countries Read.

Sylvia Sales no longer displays in the L1 Employees Read column, as the read permission for the parent list includes access to this list item. Kiran Contributor still displays in the L1 Employees Write column, as the write access overrules the read access to France.

Any module that includes the L1 Employees list as a dimension, displays both France and Canada for Patrice as summaries, and the individual employees continue to display as list items. However, ‌individual employees can only edit data for Kiran Contributor.

If a module includes the L1 Employees list as a dimension, it displays France and Canada for Patrice as summaries and the individual employees as list items. However, individual employees can only edit data for Kiran Contributor.

Suppose the business no longer wants managers to have read access to data for employees outside their management chain. You can remove read access to Canada and France. Patrice still has access to Kiran Contributor, as this is a higher level of access, but no longer has read access to Sylvia Sales or employees in any other teams.