Introduction
In many scenarios, members need to view data within their own departments but should not have access to data from other departments. You can achieve this by creating a custom permission set with data permissions based on the member's current department.
How Does It Work?
Add a Department field to the form.
Create a custom permission set and set a data filter to display records where the Department field matches the current user's department.
Publish the permission set to the relevant department members.
What Does It Look Like?
As shown below, Emma is a member of Marketing Department. After switching to the View My Department's Data permission set, Emma can only view data belonging to the Marketing Department.
How to Set It Up?
Step 1 Building the Form
The Employee Profile form shown below stores basic information about employees. Add a Department field to the form to record each employee's department.
Step 2 Adding Data
After designing the form, use the Submit Only permission set and publish it to all members. This allows members to submit employee information.
Members can enter and submit the information one by one.
Step 3 Configuring Department Data Permissions
Because the predefined permission sets do not include a permission set for viewing data by department, create a custom permission set. Configure the permission set name, Actions, Fields, and Data.
1) Configure Actions
Since members only need to view data in this scenario, select View under Actions.
2) Configure Fields
Under Fields, select the fields that members can view. Leave fields unselected if members should not have access to them.
3) Configure Data
This is the key step in this scenario. Under Data, add a filter for the Department field and set the condition to Department = Department of the current user.
This ensures that members can only view records belonging to their current department.
4) Add Members to the Permission Set
Add the relevant members or departments to the permission set.
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