Support Guides

Record Visibility Settings By Role in Shape Software

Shape Software
  • February 8, 2022
  • 4 min read
  • Adjusting Record Visibility for your Users

    Shape Software provides a flexible data sharing design that allows you to expose different data sets to different sets of users, so users can do their job without seeing data they don’t need to see. Define how user roles within your system are able to view records.

    By default, admins can see all records. Directors and Managers can see Assigned Records to themselves and their team members (requires set up in Manage Teams). Finally, Users and Portal Users can only see their assigned records. Customize your record visibility by role in this settings page.

    Start by clicking “Settings” in the top navigation bar and you will find “Record Visibility by Role” under the “Users & Permissions” dropdown.

    Record Visibility by Role:

    Simply click the “Choose” option under the Action column to find the edit button where you can select the record visibility for each user role.

    Options for record visibility are different for each user role:

    • User: Assigned Records Only, All Records
    • Manager: Assigned Records Only, All Records, All Team Records
    • Director: Assigned Records Only, All Records, All Team Records
    • Admin: Assigned Records Only, All Records
    • Portal User: Assigned Records Only

    Managers and Directors in your system are the only roles in Shape available to have just their team’s records visible to them as they can have teams assigned to them!

    Record Visibility, Master Search, and Share Inbox Options

    You will notice that there are 3 dropdowns that can have visibility adjusted. Those options are defined below:

    Frequently Asked Questions

    Yes! Using the master search feature in Shape, a user can see records that they are not assigned however they will not be able to make any changes or contact them and only add a note.

    Yes! However this is accomplished from the Record Assignments Settings Page linked here:

    Once here, you can select which user roles will have the permission to assign records as well as set a limit on how many records they can assign per day.

    This is done from the Role Permissions as well as the Report Access Permissions page linked below.

    These settings pages are used to determine which roles in your system have access to each settings page.

    Role Permissions:

    Report Access Permissions:

    Keywords: record visibility, permission, role, record view, list view, user, manager, director, admin

    Still need help? Contact Shape experts!