This guide explains the permissions for each of the user types in SafetyToolbox, and how this applies to whether tasks are visible or hidden from a user.
This article contains the following topics. Select a link to skip straight to that section:
- An overview of access levels in SafetyToolbox
- Confidential tasks
- How to check whether a task is confidential
- How to change the confidentiality setting for a task or sub-task
- How to change the confidentiality setting for a task template
An overview of access levels in SafetyToolbox
Users can be granted one of three levels for each profile to which they are granted:
- View - can view tasks, comments, sub-tasks, reports and download any attachments;
- Edit - In addition to View, they can create/ update tasks, complete online questionnaires, add/ amend comments, create/ update subtasks and upload attachments; or
- Manage - in addition to Edit, they can permanently delete tasks and amend settings for tasks which are managed across your organisation (e.g. review frequencies, priority etc.)
If you would like to change user access levels, please refer to our guides [Admin] View Details for a User and [Admin] Editing a User.
Confidential tasks
In addition to the three main access levels above, it is possible to hide tasks from users who are not administrators by marking those tasks as ‘Confidential’. Confidential tasks cannot be viewed or edited by those who are not administrators, regardless of their access level for the tasks profile.
Tasks and sub-tasks generated from questionnaires or task templates inherit the confidentiality setting from the their underlying template (accessible from within the admin area).You can override the inherited confidentially setting for a particular task and mark custom tasks and sub-tasks as confidential from within the tasks page.
How to check whether a task is confidential
Users with administrator permissions can see whether or not a task is 'confidential', by first opening up a task or sub-task, and looking at the eye image next to the task title (#1 in the screenshot below). If you hover your mouse over the eye, help text will appear to explain who can view this task. In the example below, anyone with access to the profile can view the task, so it is a non-confidential task.
How to change the confidentiality setting for a task or sub-task
Users with administrative-level access can change the confidentiality setting for an individual task or sub-task by following these steps:
1. Open up the task page.
2. Left of the task title, select the button with the eye-icon to toggle confidentiality on and off (shown in the video below).
Note: If the confidential button is disabled, you will need to unlock the task first by clicking on the padlock icon.
How to change the confidentiality setting for a task template
When you adjust the confidentiality setting for a task template, it means that whenever any user creates a task from a task template it will apply the default settings you have set.
To update the confidentiality setting for a task template, follow the steps in our guide [Admin] Edit a Task Template and set the 'Confidential' field as appropriate.