What is it?
Generally, the visibility and view permissions of content elements are handled via the entity-specific permissions. However, ITONICS provides a more granular feature by which the visibility of specific content elements can be restricted on the level of the specific content element.
This way, the visibility of this one content element, e.g., a specific project or account, can differ from other content elements, although they are of the same entity type. This feature is the visibility tab.
This feature can be further complemented with the parent-child feature. If both features are activated, it is possible to inherit the specific visibility setting used on a parent element, e.g., a specific project or account, to related children elements (e.g., tasks related to a project or solutions related to an account entity).
How does it work?
If activated by your Customer Innovation Success Manager, you first need to enable the parent-child feature on the entity-level of the parent element via the Settings Wheel > Entity Configuration > Entity Configuration and by clicking on the pen icon of the parent element.
Here, you can select which entity (from the list of available entities) should become the child element. Once set, a new configuration tab will appear called 'parent child configuration'. Via this tab, you can now check the box to inherit the visibility of the parent to the children.
As a second condition, the visibility tab needs to be activated for the parent and the child entity. The Visibility tab is displayed when you create or edit an element and needs to be activated by your Customer Innovation Success Manager.
You can choose from two different options to grant visibility access.
- Choose to invite all users if you want to give all users access to the element with the respective system permissions. This is checked by default.
- Note: If a user has no permission to see the entity type, they will not see this element. If you check the box Send notification to the invited users, a warning message will appear to prevent you from mistakenly sending out notifications to a large number of users when creating a campaign element.
- Choose Others if you want to restrict the visibility of this element further. Now, no user can view the element except for the ones that are added via the search field below. You can add single users and user groups, roles, and contexts (often: Business Units).
Typically, you would choose others in the visibility tab and add the respective roles, users, or user groups.
Note: When the Parent-Child feature is activated for an entity, a new static field Allow Submissions is added to the Field Configuration of the respective parent entity. The status of this static field controls whether a user is able to create child elements or not. If the Allow Submissions button is set to Active, the Submit Child button is available on the parent element, otherwise if the status is set to Inactive the Submit Child button will be disabled on the parent element. Also, if the Allow Submissions field is set to Inactive, no parent element can be added to a child element via the Relations tab. This can be set from the create/edit form of the specific content element. Please do not forget to add it to the create/edit form configuration.
Once the visibility of the parent is set and the parent-child feature is configured, new children content elements can be added from the respective parent content element by clicking the corresponding button, i.e., "Submit [entity]". Now, the visibility restrictions put on the parent element will be inherited to the children elements.
Please note that one parent element can have an infinitive number of child elements, but a child element can only have one parent element.