Working lists have security to control what users can read, add, edit, and delete. This is accomplished using access rights.
Access rights on a working list control the information that is sourced in that list. This means that the access rights for the list control both of the following:
- The users who can view and edit global information for contacts that are sourced in the list. This is because access to global information depends on the folder that sources the contacts.
- The users who can view and edit list-specific (folder-specific) information for any contacts in the list. This is because access to list-specific information always depends on the folder or list to which the information is specific.
For more about sourcing contacts in working lists, see Working List-Only Contacts (Sourcing Contacts in Working Lists).
See the following topics for details:
- Access Rights for Global vs. List-Specific Information in Working Lists Examples
- Working List Roles
- How the Roles Map to Detailed Folder Rights
- Set Working List Access Rights in the Web Client
- Set Working List Access Rights in the Windows Client
Access Rights for Global vs. List-Specific Information in Working Lists Examples
Ed Roberts has access to edit all contact data in the working list Ed’s Call List. This folder contains both of the following:
• The firm contact Jane Tarnoff. This contact is sourced in the standard location for firm contacts (Firm Contacts - People) and is linked into Ed’s Call List folder.
• The working list-only contact Sandy Diaz. This contact is sourced in the Ed’s Call List folder.
Ed’s access rights to the working list give him the ability to make the following types of edits for Jane:
• Add, edit, and delete any working list-only phones or addresses.
• Set a working list-only mailing address.
• Add activities regarding the working list.
• Edit and delete any activities that are regarding the working list, except for those restricted to the individuals who created them.
• Edit the working list-only notes.
• Edit the values for any working list-specific additional fields.
Other types of changes, such as editing a global phone for Jane are not controlled by access rights on the Ed’s Call List folder. The global data is controlled by Data Change Management. Access to global additional fields and notes is controlled by Ed’s access rights to the source folder (Firm Contacts - People).
In contrast, Ed’s access rights to the working list give him the ability to make the following types of changes for Sandy:
• Add, edit, and delete all phones or addresses.
• Edit both global and working list-only notes.
• Edit the values for both global and working list-specific additional fields.
Since Sandy is a working list-only contact, the access rights on the list control all of data on the contact.
Working List Roles
Working lists use a simplified set of access rights in the Web Client. Each user or group can be assigned one of five roles. The roles determine what data the user can add and edit for the list in the Web Client:
- The No Access role blocks all access to the list.
- Reviewers can read the list, but not edit any data.
- Editors have all the rights of reviewers and can also edit list-specific data.
- Managers have all the rights of reviewers and editors, and can also add and delete contacts on the list.
- List Administrators have all the rights of reviewers, editors, and managers, and can also define additional fields, set access rights, and delete the list.
The roles for working lists only apply when working with the list in the Web Client. When using the Windows Client, standard folder access rights apply, as described in How the Roles Map to Detailed Folder Rights.
Assigning Access Rights Roles in the Web Client
How the Roles Map to Detailed Folder Rights
The available access rights options for folders in the Windows Client are very complex, allowing a high degree of granularity when assigning access rights. Because this would add too much complexity for Web Client users, this granularity is not available for working lists. Instead, the five roles map to the detailed folder access rights available in the Windows Client.
Note: For details about access rights for folders other than working lists, see Configuring Folder Security.
The following table shows the specific access rights given to each working list role. Assigning the role to the user in the Web Client assigns all of the specified folder access rights in the Windows Client.
Roles for Working List Access Rights
| Working List Role | Corresponding Folder Access Rights |
|---|---|
| No Access | None |
| Reviewer | Read |
| Editor |
Same rights as reviewer, plus the following:
|
| Manager |
Same rights as editor and reviewer, plus the following:
|
| Administrator |
Same rights as manager, editor, and reviewer, plus the following:
|
Note that some of these rights do not apply when working in the Web Client. For example, there is no way to create classification definitions in the Web Client.
The mapping described above works slightly differently depending on whether rights are assigned in the Web Client or in the Windows Client.
Assigning Rights in the Web Client
If you use the Web Client to assign rights to a user, that user is assigned all of the corresponding rights to the folder in the Windows Client.
Mapping Working List Roles to Standard Access Rights
[A] Ed has been assigned the Manager role for this working list in the Web Client.
[B] Ed therefore has the corresponding access rights to the folder in the Windows Client (Add Contacts, Delete Contacts, Link Into, and Add / Edit / Delete Contact Data).
Assigning Rights in the Windows Client
If you use the Windows Client to assign granular rights to a user, the Web Client calculates the corresponding role. Because the granularity can be very different, the Web Client maps each role to a single access right as follows:
| If you have this right in the Windows Client ... | You have this role in the Web Client ... |
|---|---|
| Read | Reviewer |
| Edit Name | Editor |
| Delete Contact | Manager |
| Folder Administration | Administrator |
For example, suppose you create a working list with the Windows Client and give Ed Roberts both Read and Edit Name access:
- In the Web Client, Ed is assigned the Editor role. He therefore has all the access rights that go with that role as listed in Roles for Working List Access Rights (Add, Edit, and Delete Contact Data, etc.).
- On the Windows Client, Ed only has access to read the folder and edit contact names.
Note that it is possible to assign rights in the Windows Client that do not map exactly to the defined roles in the Web Client. For example, suppose you granted a user Read and Delete Contact rights. The Read right would make the user a Reviewer. The Delete Contact rights would normally make the user a Manager, which includes all the rights of a Reviewer and Editor. However, since the user does not have Edit Name rights, he or she cannot have Editor rights in the Web Client. Therefore, this user could do the following:
- Read the list
- Add and remove contacts
In this case, the Web Client displays the user’s role as Custom. You can use the Web Client to change this to one of the normal roles if necessary. Note that the custom role only occurs if you assign access rights using the Windows Client; when managing a working list in the Web Client, you can only choose the defined roles.
Set Working List Access Rights in the Web Client
To set access rights for a working list in the Web Client, you must have Administrator access to the specific list.
- Log on to the Web Client as a user with appropriate access rights for the working list you want to change.
- From the left-hand menu, choose Working Lists.
-
Select the working list you want to change from the list. If the list does not appear, you may need to select a different option from the Show list.
If you have Administrator access to the list, a Manage area appears in the lower-right corner.
- In the Manage area, select Access Rights.
-
To add access rights for a user or group, select Add User/Group.
Select the user or group to which you want to assign the access, then select the role and choose Save. For details about the rights granted by each role, see How the Roles Map to Detailed Folder Rights.
- To remove the role for a user or group, find the user/group row and select the Remove link.
- To edit the role for a user or group, find the user/group row and select the Edit Role link, then change the role as needed and choose Save.
- Choose Close when you are finishing edit the access rights for the list.
Set Working List Access Rights in the Windows Client
- Log in to InterAction Windows Client.
- Open the folder.
- Choose Folder > Edit Folder to open the Edit Folder dialog box.
- Choose the Security view.
- To add new rights for a user or group, choose New. InterAction displays the New Access Rights dialog box.
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Under Access By, select whether you want to assign access rights to a Specific User, Members of a Group, or All Users.
Users setting access rights in the Web Client cannot select to apply the rights to All Users. However, if you select All Users in the Windows Client, the access rights are respected in the Web Client and can be edited as well.
- Select the appropriate check boxes for the Folder and Contact Data access rights. For details about how these rights work for working lists, see How the Roles Map to Detailed Folder Rights.
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- Choose OK to accept the options and close the New Access Rights dialog box.
- Choose Close to close the Edit Folder dialog box.