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Applying permissions in lists
Applying permissions in lists

Understand how to apply permissions in lists, including at the list, column, section, row and cell level

Updated this week

Setting permissions in lists helps you control who can view, edit, or manage data in each list. Whether you need to restrict access at the list level or customize permissions for individual rows, columns, or sections, Legatics provides the flexibility to align access controls with your workflow needs.

This article explains how to configure permissions at each level, ensuring secure and efficient collaboration within your matters.

Tip: If you're a Matter Admin, you can view the matter as another user to check if permissions are applied correctly

Good to know: When you're applying permissions in your list, there are tooltips to explain what different permissions do.

Understanding list permissions

Different permission levels

Permissions can be applied in different levels of a list, which are explained in detail below.

Interactions

Permission interact with different parts of the platform. The possible interactions, and their impact, are set out below

Between different levels in the list

  1. Highest level rules: Permissions at higher levels (eg list or section) override permissions at lower levels.

  2. Intersection of row and columns: When row and column permissions intersect, the most restrictive permission is applied to the individual cell. For example, if a user can't view a column, but can view a row, they won't see data from that column in the row.

With the participant hierarchy

See this article, to understand how permissions interact with the participant hierarchy.

With permissions on organisations

See this article, to understand how this permission interacts with permission in the list.

Default permissions

Every level has a default permission of view, with certain levels having additional default permissions.

Tip: Default permissions for each level are denoted by an asterisk*

Understanding when permissions are applied

If you modify from the default permissions, a red padlock icon will permanently appear next to the affected part of the list, indicating where the custom permission has been applied.

Example: You restrict certain users from viewing a row. A red padlock icon will appear next to the row.

List permissions

List permissions apply to the entire list, allowing you to control who can view or edit the list as a whole. These permissions serve as the broadest level of access control and affect all rows, columns, and sections within the list.

Permission

Allow user to

View*

View the list

Edit

When ticked, it will grant the ability to:

  • Change list-level permissions

  • View all columns

  • Add new columns

  • Delete columns

  • Resize columns

  • Edit statuses

  • Change permissions applied to columns

This effectively allows full control over the list, as users with this permission can modify other permissions to grant themselves additional rights.

Delete

Delete the list

Add row

Add rows to the list

Delete row

Delete rows and sections

Structure list

When ticked, it will grant the ability to:

  • Reorder rows and sections

  • Rename sections

  • Add sections

Row permissions

Change permissions applied to rows and sections. Hidden rows are visible to anyone with this permission.

View signing

See this article

Edit signing

See this article

Applying list-level permissions

Prerequisites: You need to be matter administrator or have the edit list-level permission

You can apply permissions at the list level in a number of ways:

  1. When you first create a list

  2. From inside the list, by clicking on the padlock icon at the top

  3. From the dashboard, by clicking on the padlock icon at the top of the list's card

You'll then see a pop-up, which lets you select the permissions you want to grant to different participants.

Section permissions

Sections group rows within a list and allow you to set permissions at the container level. This is useful for segmenting access to specific parts of the list.

Permission

Allows users to

View*

View the section, and any rows in the section.

Good to know: Restrictions on viewing sections overrule row permissions

For example: Restricting a participant from viewing a section will prevent them from viewing any rows within that section, regardless of row-level permissions.

Applying section-level permissions

Prerequisites: You need to be matter administrator or have the row permission list-level permission

  1. Find the section you want to apply permissions to

  2. Hover over the section at the far left of the screen

  3. Click on the 6 dot icon to open a menu

  4. In the menu that appears, press Edit permissions

You'll then see a pop-up, which lets you select the permissions you want to grant to different participants.

Row permissions

Row permissions provide control over individual rows. These permissions define who can view specific rows.

Permission

Allows users to

View*

View the row

Applying section-level permissions

Prerequisites: You need to be matter administrator or have the row permission list-level permission

  1. Find the row you want to apply permissions to

  2. Hover over the row at the far left of the screen

  3. Click on the 6 dot icon to open a menu

  4. In the menu that appears, press Edit permissions

You'll then see a pop-up, which lets you select the permissions you want to grant to different participants.

Column permissions

Column permissions control access to an entire column. You can define who can view or edit all the cells within a column. There are different permissions depending on the column type.

Prerequisites: You need to be matter administrator or have the edit list-level permission

Applying column permissions

  1. Find the column you want to apply permissions to

  2. Hover over the column

  3. Click on the gear icon to open a menu

  4. In the menu that appears, press permissions

You'll then see a pop-up, which lets you select the permissions you want to grant to different participants.

Checkbox columns

Permission

Allows users to

View*

View the column

Update

For the specific column:

  • Remove and add checkboxes

  • Check and uncheck checkboxes

  • Dismiss warnings on checkboxes

Note: If you assign a checkbox column to a participant, they will get this permission when the column is created.

Comments columns

Tip: Individual comments can have their own permissions

Permission

Allows users to

View*

View the column

Edit all

Delete any comment in the column

Edit own*

Edit and delete comments in the column made by someone in their organisation

Change permissions

Change permissions on comments in the column.

Their ability to do so depends on what other permissions they've been granted in the column. If they have:

  • Edit all they can change the permission of any comment

  • Edit own they can change the permission of any comment made by someone in their organisation

  • Add comment they can only apply permissions when they add a comment

Add comment*

Add comments to a cell in the column

Date columns

Permission

Allows users to

View*

View the column

Edit

Edit dates in a cell of the column

File columns

Tip: File versions can have their own permissions

Permission

Allows users to

View*

View the column

Edit all

For the specific column:

  • Rename any version

  • Delete any version

  • Promote an old version to be the current version

Edit own*

Rename or delete any version uploaded by someone in their organisation

Change permissions

Change permissions on file versions in the column.

Their ability to do so depends on what other permissions they've been granted in the column. If they have:

  • Edit all they can change the permission of any version

  • Edit own they can change the permission of any version uploaded by someone in their organisation

  • Upload they can only apply permissions when they upload a new version

Upload*

Upload a new version to a cell in the column

Free text columns

Permission

Allows users to

View*

View the column

Edit

Edit cells in the column

Responsibility columns

Permission

Allows users to

View*

View the column

Edit

Edit participant assignments in the column

Status columns

Tip: Specific statuses can have their own permissions

Permission

Allows users to

View*

View the column

Change status*

Change any status in the column

Cell permissions

Cell permissions are the most granular level, allowing you to manage access to individual cells of specific columns. This level of control is useful for highly sensitive data or specific fields requiring unique access rules.

Comments

Note: Comments columns have specific permissions

Permission

Allows users to

View*

View the comment

Applying permissions to specific comments

When leaving a comment

Pre-requisites: You've got the following permissions for the comment column:

  • change permissions permission; and

  • edit all, edit own, or add comment permissions

  1. Press permissions beneath the comment

  2. A pop-up will appear for you to apply permissions

After a comment is made

Pre-requisites: You've got the following permissions for the comment column:

  • change permissions permission; and

  • edit all or edit own permissions

  1. Hover over the comment

  2. Press the lock icon

  3. A pop-up will appear for you to set permissions

Versions of files

Note: File columns have specific permissions

Permission

Allows users to

View version*

View the version of the document

Applying permissions to specific versions

When uploading a version

Pre-requisites: You've got the following permissions for the file column:

  • change permissions permission; and

  • edit all, edit own, or upload permissions

  1. Press permissions in the pop-up that appears after you've select the file for upload

  2. Apply your permissions

After a version is uploaded

Pre-requisites: You've got the following permissions for the file column:

  • change permissions permission; and

  • edit all or edit own permissions

  1. Hover over the document in the grid

  2. Click on the three dot icon and select Version history from the menu

  3. Hover over the version you want to apply permissions to

  4. Click on the three dot icon and press permissions from the menu

  5. A pop-up will appear for you to set permissions

Statuses

Note: Status columns have specific permissions

Permission

Allows users to

Set status*

Change any status to the specific status

Applying permissions to specific statuses

Pre-requisites: You've got the change status permission for the status column

  1. Hover over the status in the grid

  2. Click on status > edit statuses at the bottom of the menu

  3. Hover over the status you want to apply permissions to and press the padlock icon

  4. A pop-up will appear for you to set permissions

Related Articles
Bulk editing rows
Managing columns
Navigating and filtering lists
Approving rows with checkboxes
Managing sections and rows
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