How do Custom Permission Levels work?

Every time you add a new account user who can log into your BlueTally instance, you can assign them a Permission Level to grant or limit the access you would like to have. By default, we offer the following Permission Levels:

While these default permission levels may cover a lot of ground, we understand that you may need something more specific for a certain user or a group of users. Our Custom Permission Levels module will let you set a user's access with far more specificity, such as limiting access to Assets within a specific Location or Department, specific fields of data they can edit, and much, much more!

First, navigate to the Custom Permission Levels section in your account settings and click the blue Create New button.

This will redirect you to the New Permission Level page, where you can begin to use the more granular settings to determine the specific permission you need to set.

At the top of the page, you'll see that you can give your Permission Level a name. For what we'll create as an example for this article, we'll name it "Custom User Group A".

For Assets, Accessories, Consumables, Components, and Licenses, you can set specific filters for which items the user should be able to interact with. As an example, you could limit a user to interact with Assets only found within the New York Office and Human Resources Department, as shown in the screenshot below:

You can give a user access to multiple entries within one filter group as well. If we wanted this user to access Assets within the Palo Alto Office and the Finance Department, we could simply add them as an additional tag under each respective field.

Each section of items has a different set of filters you can apply for your custom permissions.

For Assets:

For Accessories, Consumables, and Components:

For Licenses:

With Assets, Accessories, Consumables, Components, and Licenses, you can grant your users access to the following actions or permissions:

The toggles next to each function will allow you to enable or disable each specific permission.

If we continue with the custom permissions we were creating above for Assets, we could limit which functions this user could perform for these Assets. We could allow them to view, edit, and export the data for our Assets, as well as check them in or out, but we want to restrict them from being able to create or delete anything. We would set the toggles as they are shown in the photo below to achieve this:

For View and Edit permissions, we can use the additional columns of toggle options to further customize the specific fields that we want our users to see or edit. We'll restrict them from viewing Intune details and editing the Location or Department fields by setting the toggles as shown in the photo below:

Additional Notes for View and Edit:

If you disable the toggle for View in the left column, it will disable all permissions.

If you disable the toggle for Edit in the left column, it will disable all Edit permissions in the right column.

While you can only set the granular permission levels for the five sections we've talked about previously, you can set general access permission levels so that your users can View, Edit, Create, and/or Delete data for these sections.

These sections include:

Additional Note for View Permission: If you disable the toggle for the View permission on a particular section, it will disable the remaining permissions for that section.

The last box on the New Permission Level page, titled Others, contains a variety of additional functions that you may want to allow or restrict depending on what you want this group of users to do in BlueTally:

Once you've configured all the specific elements of the Customer Permission Level, you can click the blue Save button at the bottom of the page.

There's another Save button at the top of the page, just below where you named your Permission Level.

Once your Permission Level has been saved, you'll be redirected to your Settings page, and a confirmation in a green box will appear.

You'll also be able to find your new Permission Level listed along with the other Permission Levels when you visit the Custom Permission Levels section in your Settings.

Now that we've finally created our Custom Permission Level, we need to enable it for the Account Users who should have these unique permissions.

For Users Already on Your BlueTally Account

First, navigate to the Account Users section in your Settings, then click on "View Account Users".

You'll be able to view all the Account Users and their current Permission Levels on the Account Users page. Click the pencil icon in the Edit column to change the Account User details. We'll be changing this for Custom User 1.

While on the Edit User page, you can then update any of the details about this Account User. Click on the field for Permission Level to see a dropdown menu of your available Permission Level options.

Once the dropdown menu appears, you'll be able to scroll through all of your available Permission Levels. In this example, we'll select Custom User Group A.

Once the correct Permission Level has been selected, click Save.

A confirmation message in a green box will appear to let you know that the User's information was updated successfully. At this point, Custom User 1 will only be able to access the specific parts of your company's BlueTally account as designated by the Customer Permission Level we created!

When Inviting New Users

The above instructions are useful when an Account User already has access to your BlueTally instance. However, you can assign new users to your Customer Permission Level in the same process you use to add or invite a new Account User!

While in the Account Users section of your Settings, we'll use the Invite a new user portion of the screen. First, enter the Account User's name and email address, then click the Select Permission Level field to make a dropdown menu appear.

Then select the desired Permission Level from the dropdown menu.

Once this has been selected, click the blue "Invite" button.

The Settings page will then refresh, and a green confirmation message will appear to ensure that the User was invited successfully.

You can then return to your Account Users page to see the new user with their Custom Permission Level successfully added to your account!

Can I assign Custom Permission Levels if I add new users through our SSO integration?

Yes, but the process is slightly different. When you add new users via SSO, they'll initially be assigned the default permission you enabled for your integration. After the user has signed into BlueTally for the first time, you can then edit their Permission Level from the Account Users section as detailed above.

You can read more about inviting new users via SSO by reading our SSO integration article.

Can I set up custom permissions for Custom Fields?

Unfortunately, this is not currently possible.

Is this feature available on all subscriptions?

Custom Permission Levels are available on our Business, Corporate, and Enterprise plans. Unfortunately, we cannot provide Custom Permission Levels on our Starter plan.