Record Ownership
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Public Ownership


By default, all records are public ownership, in the spirit of collaborative databases, and all public information can be edited by any Heurist user.


Workgroup Ownership


However specific records can be owned by a workgroup, in which case the public information may only be edited by members of that workgroup. In addition, records may be marked as hidden, in which case they are only visible to members of the workgroup.


Change Workgroup Ownership


  1. Select a Heurist record
  2. Click Edit (record opens in new window)
  3. Click Show all fields hyperlink
  4. Click the Change (visibility) hyperlink at the top right-hand of the screen (the Change workrgoup access box appears)
  5. Click the drop-down box for 'Record is editable by'* and select the Workgroup
  6. Select the 'Other Heurist users' radio button to define what permissions other users have**
  7. Click Change


*The values in the drop-down menu are: Anybody (no restriction) and any of the Workgroups the user is a member of.

**Other Heurist users can be limited to: not being able to view the record and/or edit the record


Setting Ownership on Creation


When adding a new record through the Add Record dialogue, ownership and visibility can be set to a specific workgroup.


Changing Ownership of Existing Records


This function is only available to Administrators, to avoid individual users making records inaccessible to other users.


Bulk Change


Ownership of multiple records can be changed by retrieving a set of records through a search and then setting the ownership and visibility through the Owner link above the results.


       Individual Record


To change ownership of an individual record, select the workgroup from the pulldown at the top of the edit form.


       


If you want the record to also be hidden to anyone who is not a member of the workgroup, check the visibility checkbox:


  1. Select a Heurist record
  2. Click Edit (record opens in new window)
  3. Click Show all fields hyperlink
  4. Click the Change (visibility) hyperlink at the top right-hand of the screen (the Change workrgoup access box appears)
  5. Leave the drop-down box for 'Record is editable by' as 'Anybody (no restriction)'
  6. Select 'cannot view or edit the record' radio button for 'Other Heurist users'
  7. Click Change

       

Note:

Ownership and visibility should ONLY be restricted for records which are private to a workgroup.


Records can only be owned by a single workgroup. Once a record is marked as owned by a workgroup, only members of that workgroup can change its ownership and visibility.


The discussion section of a visible record is not governed by record ownership, since indivual users own their own comments. So anyone can add comments. However, if the record is hidden non-members of the workgroup will not have access to the discussion section.


The WYSIWYG text section of a visible record is not governed by record ownership, since indivual users can add text blocks which they own. However, if the record is hidden non-members of the workgroup will not have access to the text section.