Resource Permission

The node resources you create in the space, such as database, folders, automation, dashboards, documents, etc., can all have access permissions set.

You can perform fine-grained permission allocation according to different roles, members, and departments to effectively control data access and operations. Through permission management, you can ensure that each team member can only access and operate functions and data related to their responsibilities, greatly improving data security and privacy.

In this article, we will introduce the application scenarios and usage of resource permissions.

How to allocate corresponding permissions to the team?

Bika provides two ways with different granularities, "global settings" and "single node resource settings", so that space administrators can more efficiently and conveniently allocate different permissions to different members and departments in the team.

Set permissions for a single node resource.

Suppose you have a folder in the space that stores all customer contract materials. If you want only members of the sales and finance teams to be able to access and edit this folder, then you can set permissions for this folder alone.

Operation steps are as follows:

1. In the "Team Resources" area of the left navigation bar, find the node resource for which you want to set permissions.

2. Click the "..." button on the right side of the node resource and select "Sharing and Permissions".

3. In the popped-up dialog box, first select a member, team, or role, and then select the corresponding permission.

4. Finally, click the "Add" button to complete the permission setting.

Set the initial permissions for all members in the "Space Settings".

Teams of different sizes and with different job natures have different permission requirements for resources. In Bika, you can set the resource permissions for the entire space according to the actual situation of your team.

Suppose you are the space administrator and you want all members to have the permission to view all node resources by default, but not be allowed to create new node resources under the root node. At this time, you can set global permissions in the "Space Settings" to achieve this.

The operation steps are as follows:

1. Click the name of the space in the left navigation bar, and then click the "Settings" button to enter the "Space Settings" page.

2. On the "Space Settings" page, find the setting item "Custom initial access permissions for resources", and select an initial permission according to the actual situation. After members join the space, they will have this permission for all node resources in the space by default. If it is not enabled, all members will have the "Can manage" permission by default. (If a certain node resource has been assigned permissions separately, then the permission assignment of that node resource shall prevail).

Operable scope of resource permissions.

For different resource types, the operable scope corresponding to permissions varies.

💡Correspondence between basic operations and permissions for all resource types:

💡Correspondence between folder operations and permissions:

💡Correspondence between database operations and permissions:

💡Correspondence between automation operations and permissions:

💡Correspondence between document operations and permissions:

💡Correspondence between dashboard operations and permissions:

💡Correspondence between form operations and permissions:

Case explanation

According to the size and needs of different teams, we provide some use cases to help you better understand the management and application of resource permissions.

Use Case 1: Resource management permissions in small teams

If you are the administrator of a small space team (with no more than 5 people) and have relatively loose control over node resources, you can do this:

• Steps:

1. In the space settings, keep the default setting for "initial access permissions for custom resources."
2. Set permissions for data-sensitive node resources separately and specify which members can view, edit, and manage them.

• Effect:
  • For node resources that are sensitive to data, only designated members can view, edit, and manage them.
  • For all other node resources, all members have "Can manage" permissions and can add, delete, and modify content.

Use Case 2: Resource management permissions for medium-sized teams

If you are the administrator of a medium-sized space team (5 to 50 people). Members create a large number of node resources on a daily basis, resulting in a messy "Resources" area on the interface. If you want to limit the scope of operations of members and standardize the paths where everyone stores resources, you can do it as follows:

• Steps:

1. In the space settings, the "initial access permission for custom resources" is set to "Can view".
2. Set permissions for data-sensitive node resources separately and specify which members can view, edit, and manage them.
3. Create folders under the root node for different departments/groups and assign the members of that department/group "Can manage" permissions to the folders.

• Effect:
  • Data-sensitive node resources can only be view, edited, and managed by designated members.
  • Folders of departments/groups can only be managed by members of that department/group. Other members cannot view across departments.
  • For all other node resources, all members by default have the permission of "Can view". They can only view the content and cannot create new node resources under the root node.

Use Case 3: Resource management permissions for large organizations

Suppose you are the space administrator of a large organization (with more than 50 people). There are many members and numerous departments. There are many resources in the public resource area, which are difficult to find and are easily deleted or edited by mistake, and sensitive data is also easily leaked. To solve these problems, you can do this:

• Steps:

1. In the space station settings, the "initial access permission for custom resources" is set to "No access".
2. Set permissions for data-sensitive node resources separately and specify which members can view, edit, and manage them.
3. Create folders under the root node for different departments/groups and assign the members of the department/group "Can manage" permissions to the folders.
4. Create a "shared by all" folder, move public resources to this folder, set permissions for the folder, and specify which members can access, edit, and manage it.

• Effect:
  • Node resources that are sensitive to data can only be view, edited, and managed by designated members.
  • Folders of departments/groups can only be managed by members of that department/group. Other members cannot view across departments.
  • A folder shared by all members. Different members have different levels of permissions and can view, edit, and manage it.
  • All other node resources that have not been assigned permissions individually cannot be seen or accessed by other members in the resource area except for space administrators and roles with node resource management permissions.

Use case 4: Resource access permissions for external partners.

Suppose your sales team has produced some internal sales materials that need to be shared with external partners. These materials can only be viewed by certified partners. Anonymous viewing is not allowed, and partners do not need to edit them. In this case, you can do the following:

• Steps:

1. In the "Guest" tab set in the space, add a new guest group called "Sales Partners".
2. Create an invitation link for the guest group "Sales Partners" and send the link to the sales partners.
3. Create a folder to store sales materials.
4. Set permissions for the "Sales Materials" folder, specify the guest group "Sales Partners", and set it to can view permission.

• Effect:
  • Sales partners join the space through the invitation link and can see the "Sales Materials" folder in the "Shared with Me" area.
  • Sales partners cannot see the "Team Resources" area and "Personal Resources" area of the space.

Use Case 5: Resources publicly accessible on the Internet

Suppose you are a member of the marketing team. You have created a market research report and a questionnaire. You need to publicly share the report for users on the Internet to consult and fill out the questionnaire after reading. At this time, you can do this:

• Steps:

1. Create a folder to store market research reports and questionnaires.
2. Click the "..." button of the folder and select "Sharing and Permissions".
3. At the bottom of the pop-up dialog box, select "Internet users with the link can view", and click "Create Short URL".
4. Share the generated short url with users on the Internet.

• Effect:
  • Users on the Internet can view market research reports and questionnaires through short url.
  • Users on the Internet can fill out questionnaires normally.

Use Case 6: Management of drafts

Suppose you are a team member of a space and often need to write reports. You don't want other members to see and modify drafts before completion. At this time, you can do as follows:

• Steps:

1. Create document resources in the personal resource area (or place them under a folder) and start writing reports.
2. The report has been completed. Click the "..." button of the folder and select "Move to".
3. In the popped-up dialog box, select the target folder under the "Team Resources" area and click "Move".

• Effect:
  • During the report writing process, other members cannot see or modify this document resource because it is your private resource.
  • After the report is completed, you move the document to the team resource area. At this time, other members can view and edit the report.

Use Case 7: Flexibly use "Shortcuts" to improve personal efficiency.

Suppose you are a team member of a space and often need to access a certain node resource. However, the path to this resource is relatively deep and it requires multiple clicks to reach every time. At this time, you can do this:

• Steps:

1. Open the resource of this node, click the "..." button in the upper right corner, and select "Add to Shortcut > Add to Personal Shortcut".

• Effect:
  • In the "Shortcuts" area of the left navigation bar, you can see the shortcuts of the node resources.
  • In the future, only one click in the shortcut area is needed to quickly access the node resource and improve work efficiency.

Use Case 8: Flexibly use "Shortcuts" to align team work.

Suppose you are the team leader. Your team often needs to collaborate to complete a certain project. Team members need to access multiple resources of the same node, and these resources are divided into different folders. At this time, you can do this:

• Steps:

1. Open the resource of this node, click the "..." button in the upper right corner, and select "Add to shortcut > Add to space shortcut".

• Effect:
  • The resources of this node will appear in the "shortcut" area of all members, and all members can quickly access the resources of this node.

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