Whether or not you can view, add, edit, or delete activities or documents depends on options selected when the item was created and the type of item you are working with. For details, see the following topics:
- Access to View an Activity or Document
- Access to Create Activities and Attach Documents
- Access to Edit and Delete Activities and Documents
Access to View an Activity or Document
When creating a new activity or attaching a document to a contact, you can specify which users should be allowed to view the item by selecting an option from the Who can see this drop-down list.
In the context of this section, “viewing a document” means both viewing the information about the document (such as the name and type) and opening the actual document itself.
The following options are available:
| Option | Meaning |
|---|---|
| Only Me | The only users who can see the activity are you and your proxies. |
| Everyone | All InterAction users can view the activity or document. |
| Specific group | All members of the group can view the activity or document. You can select from any group for which you are a member. |
|
Marketing list determines Working list determines (available for activities only) |
Access rights for the working list or marketing list are used to determine who can view the activity. Only users with Read access to the list can see the activity. This option is only available for activities that are regarding a specific list. It is not available for documents attached to a contact. |
Similar options are available when adding an appointment in Microsoft Outlook. Note that the Who can see this option does not apply to documents attached to an activity. For these, the security settings for the activity are used instead.
If you have sufficient access to view an activity, you can see all of the information associated with it, regardless of any other access rights.
For example, assume Ed Roberts does not have any access to the marketing list Technology Newsletter. Normally he cannot see this folder or any contacts in it. The user Lisa Short creates an activity regarding this marketing list and sets the Who can see this option to Everyone. Ed can see this activity. This means he can see all of the following:
- The names of the contacts on the activity. This includes any folder-specific contacts in the Technology Newsletter that Ed normally would not be able to see. However, he can only see the name information displayed on the activity—he cannot view the details about these contacts.
- The name of the folder the activity is regarding (Technology Newsletter).
- All information and documents associated with the activity.
Access to Create Activities and Attach Documents
Access to add new activities to InterAction depends on the kind of activity and your access settings.
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You can always create activities that are regarding contacts.
When creating an activity that is regarding contacts, you can add any contacts you have access to see. This can be a mix of contacts in the firm list and contacts stored in InterAction folders.
- To add an activity regarding a particular folder, you must have Add Activity access rights to the folder. For a working list, this means you must have the Editor role.
- You can attach a document to any contact you have access to see (provided your organization has enabled document references in InterAction).
Access to Edit and Delete Activities and Documents
Access to edit or delete an existing activity or document depends on the kind of item and your access settings.
In the context of this section, “editing a document” means both editing the information about the document (such as changing the document’s description) and replacing the document with a new version as described in Editing and Replacing Documents.
The person creating an activity or attaching a document can select the Only allow me to edit this check box. If this is selected, only the originator and his or her proxies can edit the activity or document, regardless of any other settings. The Only allow me to edit this option overrides all other edit security on the item.
For activities and documents that don’t have the Only allow me to edit this check box selected, the following rules apply:
- For an activity or document regarding contacts, you can edit or delete it if you can view it.
- For an activity regarding a marketing list or working list, you can edit it if you have Edit Activity access rights to the list. You can delete it if you have Delete Activities rights to the list. For working lists, this means you must have the Editor role.
- For activities regarding a matter, opportunity, or engagement, security settings configured for the module apply.
These security rules do not apply to documents attached to an activity. For these, the security settings for the activity are used instead.