Checklist Permissions

Checklist permissions allow you to control which users/groups can run and view specific checklists.

Checklists are derived from templates. Therefore, these permissions are set within the template. This allows you to control access at a template level

There are four levels of permissions on a checklist:

  • Run and View:
    • Run checklists based on the template
    • View checklists that have been created from the template
  • View But Not Run:
    • View checklists that have been created from the template
  • Run and View Assigned To:
    • Run checklists based on the template
    • View checklists where the user is assigned to one or more tasks
  • View Assigned To But Not Run:
    • View checklists where the user is assigned to one or more tasks
User Permissions

User permissions can override checklist permissions. For example if you grant a checklist permission of Run and View but the user does not have the Checklist Creator user permission, the user will not be able to create (run) checklists.

User permissions are separate from checklist permissions. Read more about user permissions here

How To Set Checklist Permissions

Open the template and click on the yellow 'Permissions' button in the top toolbar.

Permissions Button

A popup form will open where you can select users and/or groups to add and define the level of permission they have.

Default Permissions

When a new template is created we give the 'All Users' group 'Run and View' permissions.

Select the user or group you would like to permission using the drop down control. The selected user or group will then be added to the permission level section below.

Select the permssion level using the drop down control next to the name of the user or group.

Once you have set all of your permissions click the blue 'Close' button to close the permissions popup form.

Set Permissions

Permission Hierarchy

It is possible for a user to have multiple permissions.

For example, a permission could be set on the special 'All Users' group, which includes all non-guest users, and then a separate permission could be defined for the user.

In this circumstance we take the highest permission level and apply that to the user.

How To Modify Checklist Permissions

Modifying permissions is done in a very similar way to setting the permissions, described in the earlier section.

Open the template and click on the yellow 'Permissions' button in the top toolbar.

From the permission level section you can change the permission levels using the drop down control next to the name of the user or group.

You can also delete a permission using the red trash can button next to the permission.

How Permissions Are Applied

Permissions are immediately applied across all versions of a template.

If you make a change to the permissions and you have active checklists in progress, those checklists will be affected immediately.

This behavior is unique to permissions. If you change any other part of a template (e.g. add a new task) a new version will be saved. The change will only apply to the latest version of the template, and any checklists derived from the new version of the template going forward.