Record access lets the owners of a supplier, contract, sourcing activity or savings record stop other users from editing it, or from seeing it at all. Every record starts unrestricted, and restrictions only apply to internal users, never to suppliers.

Before you start

Only users whose role has Edit access to the module can change a record's access level. On a restricted record, only its owners and users with the Administrator role can change it. Demo records are read-only, so their access level can't be changed.

The three access levels

Level

Who can view

Who can edit

No restriction (default)

Anyone with access to the module

Anyone with Edit access to the module

Only owners can edit

Anyone with access to the module

The record's owners and users with the Administrator role

Only owners can view and edit

The record's owners and users with the Administrator role

The record's owners and users with the Administrator role

💡 Note: Record access can only reduce someone's access, never add to it. Being an owner doesn't give access to a module your role can't open. See User Roles & Access Rights (RBAC).

Set access when you create a record

Create the record as normal

Start a new supplier, contract, sourcing activity or savings initiative.

Choose a level under Record Access

On the last step, find the Record Access heading and choose a level. If you leave it, the record has No restriction.

The Record Access options when creating a record
The Record Access options when creating a record

Save the record

Finish creating the record as usual.

Change access on an existing record

Open the record

Open the supplier, contract, sourcing activity or savings record.

Click Record Access

It's on the summary card on the left. The Record Access window opens with the current level selected.

Choose a level and click Save

Click Cancel to close without changing anything.

What happens next

  • Only owners can edit: the record stays in tables and reports. Other users can open it but can't change anything: fields, notes, documents, linked items, owners, access level or archiving. A red lock icon appears beside the title; hovering over it shows This record is restricted. Only its owners can make changes.

  • Only owners can view and edit: the record is hidden from the module's table and from sub-tables, such as the Contracts tab on a supplier. Anyone else opening a link to it is told they can't access the page.

  • Dashboards and exports: restricted records still count in dashboard figures, so a tile can show more than the rows you can see. They're also included in CSV exports, so share exported files with care.

  • Owners: every record must keep at least one owner. Removing the only owner shows Add another owner before removing this one. Add the new owner first.

💡 Tip: Give any restricted record at least two owners, so someone can still manage it if one owner is away or leaves.

Troubleshooting

I can't see the Record Access button

Your role doesn't have Edit access to that module, or the record is restricted and you aren't an owner. Ask an owner or a user with the Administrator role.

A Superuser can't open a restricted record

That's expected. Only the role named Administrator bypasses record access. Add the user as an owner, or remove the restriction.

The dashboard total doesn't match the number of rows I can see

Dashboard figures include records restricted to their owners, but those records are hidden from your table.

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📌 Need Further Help?
If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your user permissions and access rights.