What are Ownerships?
An Ownership grants a User the capability to view and make changes to individual items. Where Permissions supply the potential ability for a User to make changes, Ownerships will unlock that potential.
There are six Ownerships that can be given to Users. In most cases, they provide the same basic level of access to any item from the Core Modules.
Where the item only has two Ownership levels, for example in Portals and Documents, Users in the Owned By Ownership will have some ability to edit that item.
How can I use Ownerships?
For most Core Modules, providing any Ownership alone to a User will grant visibility of the item but little else, with the following exceptions:
- Feedback items - Users in the Administered By, Managed By, and Assigned To Ownerships are the only Users given visibility of linked Contacts (with appropriate Permissions).
- Actions - without an Assignee the item will sit at Unassigned or Neglected Status.
How can I distribute Ownerships?
Ownerships can be given to a User in two ways:
- Direct – an ownership is directly assigned to a User or Item.
- Inherited- an ownership is inherited via a Parent Item or Role.
Functionally, both methods provide the same levels of access and usability to the User. The advantage of using Roles, however, is that Ownerships for a large number of Users becomes easier to manage, as one change to a Role can have an impact on multiple items and Users at once. For further information see User and Role Administration.
Classic only modules can be assigned via the User or item notebooks in Classic. For Browser modules (including the core Actions, Risks and PIs) Ownerships must be assigned in Browser, via item or User notebooks.
In Browser, the Add and Remove windows are spilt into separate screens.
The ‘Add’ screen won’t display any items which are already owned by the User either directly or indirectly. The 'Remove' screen won't show any inherited items as they are unable to be removed.
There are several ways to identify Inherited Ownerships in Browser:
- The Ownership Remove window in the User Notebook will not display inherited items here;
- The notebook of any Roles which the User is assigned to will display any Ownerships which may be inherited here.
- In modules with Browser Queries, clicking on the Ownership count in the User notebook will display a query table. Here you can modify the columns to display Ownerships.
Using Ownerships with Permissions
Permissions can be used in combination with Ownerships to gain precise control over what items a User can see and edit. This is thanks to the two Permission types available, called Core and Complex.
- Core Permissions (such as Actions_Admin) grants the User ability to make changes to any item they have Ownership of.
- Complex Permissions (such as Actions_Admin Assignee) will only grant the User the ability to make changes to items that they have Assigned To Ownership of.
Additionally, there are certain Permissions that will only work when combined with the right Ownership. For example, the Feedback_Log Permission, though not complex, requires that the User has Administered By Ownership of a Feedback item in order to change its title.
All information on which Permissions to use is available in the Browser Help. Select a Permission Key to see what a User needs to carry out certain tasks.