Limiting resource visibility

SECURITY  Security level with Admin permission to configure Resources/Users (HR). Refer to Admin security settings.

NAVIGATION   > Admin > Organization Settings & Users > Resources/Users (HR) > Security > Security Levels > open a security level > Other

By default, all users can see and assign items to all other users in your Autotask instance; but, you can limit that visibility to only users the resource shares certain associations with. Many customers will deploy this feature with Line of Business: not only can you prevent access to data, you can also prevent access to other users in your Autotask instance.

EXAMPLE  Even if Line of Business is not enabled and security is not a concern, limiting resource visibility can make sense if you want to dramatically shorten the picklists of resource fields.

Limits to resource visibility are configured on the Security Level page.

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. On the General tab, scroll to the Other section.
  3. In the Resource Visibility area, check Limit resource availability to self, plus (check all that apply). Four additional selection boxes become available.
  1. Check one or multiple boxes. These permissions are additive. For example, if you select the Department and the Workgroup check boxes, users will see resources they share a Department with, plus resources they share a Workgroup with.
Limit based on Users will see
Resources with a shared/common active Division > Line of Business Resources with whom they share at least one Division > Line of Business pairing. This option is only enabled if Organizational Structure is enabled.
Resources with a shared/common active Organization (based on Account Manager or Account Team) Resources that are on the same account team for at least one organization
Resources with a shared/common Department Resources they share a department with
Resources with a shared/common active Workgroup Resources they share a workgroup with

NOTE  The list of available (visible) resources will be compiled when you log in. Changes that impact visibility (department membership, changes on the Edit Resource page, etc.) will become effective with your next session.

Where do these limits apply?

If visibility is limited, the Role filter on tickets will be hidden.

IMPORTANT  For users with resource limits, unavailable resources are not completely invisible in Autotask.

Resource limits apply everywhere resources can be selected and filtered:

  • New/ Edit Entity pages
  • Resource selectors on Search tables
  • Resource filters in Dashboard widgets
  • Resource filters in Standard and LiveReports
  • Resources available on the legacy Projects and Service desk dashboards
  • Named (as opposed to dynamic) resources on entity/note/time entry notifications
  • Forward/Modify Ticket
  • Cancel Account Wizard
  • Won and Lost Opportunity Wizards
  • Reassign Lead Wizard
  • Archive Project Wizard
  • Expense Report
  • Inventory Order Email
  • Swap Device Wizard
  • Resources on the Co-Workers pages and search
  • The In/Out Status Board

Limits do not apply to:

  • Group By resources in dashboard widgets
  • Already selected resources on New/Edit and Entity Detail pages, including resource names shown on the Activity feed
  • Resource names in table columns
  • Resource lists in Admin pages
  • Resource lists in the API
  • Resource names in search table exports (in other words, if you can see it in the table, it will be in the export)