Configure the Field Permission Matrix

The Field Permission Matrix lets System Administrators define view and edit permission rules based on user role and record status, and apply those rules to multiple custom fields in a UTA/module at once. This allows System Administrators to apply different permissions to different roles on the same status.

Who: System Administrators

When to Use the Field Permission Matrix

Use the Field Permission Matrix when:

• A series of fields should be visible to specific roles under one status and to different roles under another status.
• A series of fields should be editable in certain statuses but not in others.
• Any combination of these scenarios applies.

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Create a Field Permission Matrix

To create a Field Permission Matrix:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the applicable level tab (Level 1, Level 2, or Level 3).
4. Locate the General Settings section and click Custom Fields.
5. Click the edit [pencil] icon next to the custom field that needs a field permission matrix.
6. Click the Permissions & Availability tab and click the View Matrix button to the right of the Field Permission Matrix field.
7. Click the New [+] button.
8. Click the Name field and enter a name for the Field Permission Matrix.
9. Click the Description field and enter a description for the Field Permission Matrix.
   • The Description field is optional, but recommended to keep your site organized.
10. Click Save to view the additional settings.
11. Select a status from the Status drop-down menu.
12. Click the checkboxes in the view and edit columns in the Permission Matrix to define the view and edit rules for each role under the selected status.
    • For example, set one role to view only, another role to view and edit, and restrict all other roles from access.
13. Select another status from the Status drop-down menu and configure the rules for that status.
    • Repeat this step until every relevant status has configured rules.
14. Click Save.

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Apply the Field Permission Matrix to Custom Fields

Once a Field Permission Matrix is configured, apply it to individual custom fields or to multiple fields at once using Batch Update from the master custom field list in the UTA/module.

To apply the Field Permission Matrix to a custom field:

1. Click the System Administration gear in the upper navigation bar, select Tracking Applications from the drop-down menu, and then click the edit [pencil] icon next to the relevant UTA/module.
2. Click the applicable level tab (Level 1, Level 2, or Level 3).
3. Locate the General Settings section and click Custom Fields.
4. Click the edit [pencil] icon next to the custom field you want to update.
5. Click the Permissions & Availability tab.
6. Select the Field Permission Matrix from the drop-down menu.
7. Click Save.
   • To confirm the assignment, click View Matrix. The custom field ID and name appear in the Custom Fields section of the matrix.
   • To apply a Field Permission Matrix to multiple custom fields at once, use the Batch Update functionality.

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