Permissions can be applied to spaces, folders, and lists. As a general rule of thumb, we choose to grant permissions only at the list level, and only after making a list “private”. This provides us the greatest assurance that a list is secure, and viewable only to those we have deemed appropriate – whether members or guests. While it would be easier at times to make changes at the folder level, there are simply too many unknowns with how it would affect list permissions and making list names viewable. At this point in time we would rather do a little extra work now and then to make sure that everything is very secure.
Making a List “private” and Setting Permissions
In able to access the settings of a space/folder/list you will need to mouse-over the item. This will reveal the settings for that particular item.
Clicking on these three dots will reveal a menu for that item. Choose “Sharing and Permissions”
Click on “Sharing and Permissions”. You will then see permission settings specific to that space/folder/or list. In the example below you can see a private list. Please note that most lists are public when created. You need to go into permissions and click on a button to make an item private instead of public. In the image below, you can see that the list is private, as well as where to find people it is currently shared with. You can also see a button to turn it back into a public list.
To share a private list with a person, just enter their name (if a member) or email in the box next to “invite”. If the individual currently is within ClickUp, current permission settings will be viewable. In the example below, you can see multiple Justin’s, with the permission selection drop-down box. While it appears to be “Full” permissions, please note that unless the switch is “green” permissions are NOT turned on for this individual. They will be entirely unable to view this list.
However, to change permissions for an individual, you can select from the drop down and select a permissions level that is appropriate. When in doubt, start with the most restrictive (view only). In general, “full” permissions are reserved for those employees who need to create or delete tasks. This is almost exclusively intake personnel and admins. The “edit” permissions are usually what the rest of the rtNOW employees usually have. It allows them to edit tasks (patients), including any custom fields – for example, marking an adherence reach-0ut date, entering a setup note, etc. The “view only” permission level is reserved for clients and rtNOW employees who we do not want having access to edit patient data. This will still allow them to search for patients in a list, and see reports.
Please note that we can keep folders “public” if the lists within them are private, so long as the folders are not named to reveal any client or proprietary information. In the example below, you can see that what it looks like when we look at the permissions for the Adherence Training Folder. It is currently public, and that is fine. While we have no reason to do this, to make it private, we would click on the “make private” button – however DO NOT DO THIS!!! Because we attempt to set permissions on the lowest possible level (the list level), CHANGING THE FOLDER SETTING FROM PUBLIC TO PRIVATE (OR VICE VERSA) WILL AFFECT EVERY LIST WITHIN THAT FOLDER!!! So unless you want to go through every list and reassign ALL permissions again – DO NOT CHANGE THE FOLDER PERMISSIONS SETTINGS TO PRIVATE AND DO NOT CHANGE SPACE PERMISSION SETTINGS!!! If you have any questions, please talk to other admins!!!
Don’t click on the button above for a folder unless you are ready to reset all permissions for all lists within the folder!