Contact Permissions

In the Advanced Access tab, Org Admins can grant or revoke users’ permission to create and edit contacts. Contact creation and editing can be granted either across all contacts or by contact type. For example, you might allow an Intake team member to create and edit Client contacts but not Medical Provider contacts.

This article discusses how to manage contact permissions and what users can expect when working with type-specific permissions. Refer to the Reference Guide section for a detailed breakdown of all possible configurations.

• Permission Levels
• Set Permissions
• Use Permissions
• Reference Guide

Permission Levels

There are two permission levels for contacts: creation and editing. A user can have creation and editing together, editing only, or neither. Org Admins have the ability to delete and archive contacts, regardless of their other permissions.

• Contact Creation: users with creation permissions will also have editing. These users can create new contacts, as well as view and edit the information in existing contact cards.
• Contact Editing: users with only editing permissions can view and edit existing contact cards, but cannot create new contacts.
• Neither: users without creation or editing permissions can still view all contact card information, but cannot make edits or create new contacts.

These permission levels can be granted or revoked by contact type for each user. For example, a user could have creation (and editing) permission for Defendants, editing permission for Plaintiffs, and neither for Medical Providers.

Continue reading to learn how to grant and manage these permission levels for all contacts or by contact type.

Set Permissions

Org Admins can grant these permissions in the Advanced Access tab by clicking Main Menu > Setup > Orgs > Advanced Access.

In the Individual Access tab, search for and select the desired user, and then find the Contact Creation and Contact Editing permissions. Each permission includes a primary toggle to enable access, and a secondary toggle to limit access by contact type.

Grant Creation Permissions

Toggle Contact Creation on to grant creation permissions.

To grant creation permissions across all contact types in your Org, toggle All Types Enabled on. To grant or revoke creation permissions for each contact type, toggle All Types Enabled off, and then toggle on the contact types you want to allow.

Grant Editing Permissions

Toggle Contact Editing on to grant editing permissions.

To grant editing permissions across all contact types in your Org, toggle All Types Enabled on. To grant or revoke editing permissions for each contact type, toggle All Types Enabled off, and then toggle on the contact types you want to allow.

Use Permissions

Read the sections below for a preview of the user experience at each permission level. For a more detailed breakdown of all possible configurations, read the Reference Guide section.

Creation Permissions

Users with this permission can view, add, and edit existing contacts. They can also create a new contact in person fields, in the project-level Contacts section, in the Org-level Contacts page, and when creating a new project.

When creating a contact, these users can select any types for which they have creation permissions. They can view, but not select, any types for which they have only editing permission, or neither permission.

Users with type-specific permissions must select at least one allowed type when creating a contact. Only users with All Types Enabled for contact creation can proceed without selecting a type.

Editing Permissions

Users with only editing permissions can add existing contacts to person fields and projects, but they will not be able to see or use the New Contact option.

When viewing a contact card, these users can edit any field, as long as the contact has at least one type they can edit. They can view, but not edit, contact cards that have either no types or solely disallowed types. Only users with All Types Enabled for editing can edit contacts without a type.

Users can remove a contact type from the card if they have editing permissions for that type. They cannot add additional contact types to the card unless they have creation permissions for the respective types.

Neither Permission

Users with neither contact permission can add existing contacts to person fields and projects, but they will not be able to see or use the New Contact option. When these users open a contact card, they can view all fields but cannot edit them.

Reference Guide

The sections below are organized by permission level (creation, editing, or neither) and whether or not the user’s permissions are type-specific. For each permission structure, you’ll find a breakdown of the actions that can be taken within an existing contact card.