Table Privileges

This set of privileges applies to auxiliary tables and determines if users or group members can submit, update, view, and delete information or create, modify, and run reports for the specified tables. Privileges must be assigned to individual tables.

The following information applies to table privileges:

Privileges for System Tables

On-premise customers automatically receive several system auxiliary tables which provide unique features, particularly for users with External User and Occasional User product access. Users with these limited access types can only be granted privileges in specific tables, and these privileges work in conjunction with other privileges.

For example, external users must be granted the View Your Contact Information privilege to see their Contact record. You can then grant the View User Fields privilege for the Contacts table so they can see fields in that section in their Contact record. Granting only the View User Fields privilege to external users for the Contacts table has no effect without also granting the View Your Contact Information privilege.

The following table describes privilege relationships for users with External User and Regular user product access.

Privileges Applicable System Table Description Related Privileges

View User Fields

View Attachments on Any Item

View Notes on Any Item

Contacts

Problems

Resolutions

Allows users with External User and Occasional User access to view fields in the User Fields section, notes and attachments in:
  • Public records in the Problems and Resolutions tables
  • Their own Contact record
  • Grant privileges to view items in specific Knowledge Base folders that do not allow anonymous access. (Folders page)
  • View Public Problems and Resolutions (System page)
  • View Your Contact Information (System page)

Table Privilege List

The following table describes each auxiliary table privilege and the product-access types for which it applies.

Regular User, Managed Administrator, and Script/API

Occasional External On-premise Only Privilege Description
check mark Submit – Allows users to submit new items.
image Update – Allows users to update items.
check mark Delete – Allows users to delete items.
image image View – Allows users to view table items in report and search results and by clicking the relational table icon next to the field on forms.
image image image View User Fields – Allows users to view all fields assigned to the User Fields section. Refer to Privilege Behavior for System Tables before assigning this privilege to users with External User or Occasional User product access.
image image View Advanced Fields – Allows users to view all fields assigned to the Advanced Fields section.
image image View Manager Fields – Allows users to view all fields assigned to the Manager Fields section.
image image View System Fields – Allows users to view all fields assigned to the System Fields section.
image Update User Fields – Allows users to modify fields assigned to the User Fields section.
image Update Advanced Fields – Allows users to modify fields assigned to the Advanced Fields section.
image Update Manager Fields – Allows users to modify fields assigned to the Manager Fields section.
image Update System Fields – Allows users to modify fields assigned to the System Fields section.
image View Hidden Fields in Details Reports – Allows users to view in Detail reports fields that have been moved to the Hidden Fields section.
image View User Fields on Submit – Allows users to view all fields assigned to the User Fields section upon submitting an item.
image View Advanced Fields on Submit – Allows users to view all fields assigned to the Advanced Fields section upon submitting an item.
image View Manager Fields on Submit – Allows users to view all fields assigned to the Manager Fields section upon submitting an item.
image View System Fields on Submit – Allows users to view all fields assigned to the System Fields section upon submitting an item.
image View User Fields on Update – Allows users to view all fields assigned to the User Fields section when they update items.
image View Advanced Fields on Update – Allows users to view all fields assigned to the Advanced Fields section when they update items.
image View Manager Fields on Update – Allows users to view all fields assigned to the Manager Fields section when they update items.
image View System Fields on Update – Allows users to view all fields assigned to the System Fields section when they update items.
image image image View Attachments on Any Item – Allows users to view attachments to all items. Refer to Privilege Behavior for System Tables before assigning this privilege to users with External User or Occasional User product access.
image View Attachments You Authored – Allows users to view attachments they created to items.
image Add Attachments to Any Item – Allows users to add attachments to any item.
image Edit Attachments on Any Item – Allows users to edit any attachments to items.
image Edit Attachments You Authored – Allows users to edit attachments they authored.
image Set Unrestricted Status of Attachments – Allows users to set individual attachments as "unrestricted". This enables users who have privileges to view the item to which the file, URL, or item link is attached to also view the attachment even if they have no attachment view privileges.
image Delete Attachments on Any Item – Allows users to delete attachments from any item.
image Delete Attachments You Authored – Allows users to delete attachments they authored.
image image image View Notes on Any Item – Allows users to view notes on all items. Refer to Privilege Behavior for System Tables before assigning this privilege to users with External User or Occasional User product access.
image View Notes You Authored – Allows users to view notes they created.
image Add Notes to Any Item – Allows users to add notes to any item.
image Edit Notes on Any Item – Allows users to edit any notes in items.
image Edit Notes You Authored – Allows users to edit notes they authored.
image Set Unrestricted Status of Notes/E-mail – Allows users to set individual notes and e-mail messages attached to a table item as "unrestricted. This enables users who have privileges to view the item to which the note or e-mail message is attached to also view the note or e-mail message even if they have no note view privileges.
image Delete Notes on Any Item – Allows users to delete notes from any item.
image Delete Notes You Authored – Allows users to delete notes they authored.
image image View Change History – Allows users to view the Change History for items. This privilege also enables users to create Change History reports for the selected table.
image Manage Private Reports – Allows users to create reports that only they can run, modify, and delete.
image Create Guest-Level Reports – Allows users to create reports with guest-level access.
image Create User-Level Reports – Allows users to create reports with user-level access.
image Create Manager-Level Reports – Allows users to create reports with manager-level access.
image Modify Guest-Level Reports – Allows users to modify any guest-level report.
image Modify User-Level Reports – Allows users to modify any user-level report.
image Modify Manager-Level Reports – Allows users to modify any manager-level report.
image image Run Guest-Level Reports – Allows users to run any guest-level report.
image Run User-Level Reports – Allows users to run any user-level report.
image Run Manager-Level Reports – Allows users to run any manager-level report.
image Delete Guest-Level Reports

Allows users to delete any guest-level report.

image Delete User-Level Reports – Allows users to delete any user-level report.
image Delete Manager-Level Reports – Allows users to delete any manager-level report.
image Access Public Reports You Authored – Allows users to modify, run, and delete guest-level, user-level, and manager-level reports they created.
image image Create/Modify Advanced SQL Queries – Allows users to create and modify reports that contain advanced SQL queries as search specifications. Users who are granted this privilege can create and modify Advanced SQL reports that do not use pass-through SQL. To use pass-through SQL for reports, users must be granted this privilege and the Create/Modify Pass-Through SQL Queries privilege located on the System privileges page.
image Mass Update Items – Allows users to update and delete multiple items in the selected table.