How to Set Up Visibility Levels

Visibility Levels allow you to control which users can see specific assets based on a tiered hierarchy. This guide covers how to enable the feature, create visibility levels, assign them to assets and user groups, and optionally require a reason when a level is changed.

Before You Start

You must have administrator access to configure Visibility Levels. Plan your tier structure before creating levels, as the hierarchy determines which users can see which assets.

Enabling Visibility Levels

1. Navigate to App Setup >Asset Settings.
2. Open the Visibility Level tab.
3. Enable the Visibility Levels feature.

Creating Visibility Levels

1. In the Visibility Level tab, click to add a new level.
2. Enter a Name for the level (e.g., "Public", "Internal", "Confidential", "Management Only").
3. Assign a Tier number. Lower numbers represent broader access, higher numbers represent more restricted access.
4. Save the level.

Repeat this process to create as many levels as your organisation requires. There is no limit to the number of tiers you can create.

Example Tier Structure

• Tier 1: Public (visible to all users)
• Tier 2: Internal (visible to internal staff)
• Tier 3: Confidential (visible to project teams)
• Tier 4: Management Only (visible to management)

A user with Tier 3 access can see assets at Tier 1, Tier 2, and Tier 3, but not Tier 4.

Assigning Visibility Levels to User Groups

Visibility levels are assigned to user groups, not individual users. All users within a group inherit the group's visibility tier.

1. Navigate to user group settings.
2. Select the user group you want to configure.
3. Assign the appropriate visibility level tier to the group.
4. Save the changes.

Users in multiple groups receive the highest tier access from their group memberships.

Assigning Visibility Levels to Assets

Each asset can be assigned a visibility level to control who can see it.

1. Open the asset you want to configure.
2. Locate the visibility level field.
3. Select the appropriate level for the asset.
4. Save the changes.

If your admin requires a reason, fill in Reason for changing visibility levels before saving.

Assets without a visibility level assigned default to the lowest tier, making them visible to all users with any visibility access.

Requiring a Reason for Changes (Optional)

You can make users explain why they change an asset's visibility level.

1. Go to App Setup > Record Settings.
2. Open the Asset tab.
3. Tick Require a reason when changing Visibility Level.
4. Click Save.

When this is on, changing an asset's visibility level shows a Reason for changing visibility levels field. The field must be filled in before the edit can be completed.

Tips

• Start simple: Begin with 2-3 tiers and add more only if needed. Complex tier structures can be difficult to manage.
• Use clear names: Name your levels descriptively so users and administrators understand what each tier represents.
• Document your structure: Keep a record of your tier hierarchy and which user groups are assigned to each level.
• Consider folder structure first: If you can achieve your access requirements through folder permissions, that may be simpler than implementing visibility levels.
• Review regularly: Audit your visibility level assignments periodically to ensure assets are correctly classified.