Record-level permissions in Argenta allow you to control access to individual records. You can lock records or set them as view-only to protect sensitive information.
Understanding Record Permissions
There are two main types of record-level permissions:
- View Only: Users can see the record but cannot edit it
- Locked: Only the creator and users with unlock permissions can view or edit the record
How to Lock a Record
- Open any record (Constituent, Donation, Event, etc.)
- Look for the Record Level Permissions section, usually near the top of the record
- Check the Lock This Record checkbox
- Save the record
What Happens When a Record Is Locked
- A lock icon appears on the record in lists
- Only authorized users can view or edit the record
- Other users will see a permissions notification if they try to access it
- The record still exists in reports but may show limited information
How to Set a Record as View Only
- Open the record
- Find the Record Level Permissions section
- Check the Set As View Only checkbox
- Save the record
Who Can Unlock Records
- The user who created the record
- Users with Master Admin permissions
- Users with specific record unlock permissions
Where Record Permissions Are Available
Record-level permissions are available on most major record types including:
- Constituents, Donors, Volunteers, Members
- Donations, Expenses, Invoices
- Events, Campaigns, Programs
- Projects, Tasks, Documents
- And many more record types
Managing Permissions at Scale
For managing permissions across multiple records:
- Use the filter to find records needing permission changes
- Select multiple records using checkboxes
- Use Bulk Actions if available
- Or update records individually
Use Cases
- Sensitive donations: Lock anonymous or major gifts
- HR records: Lock staff evaluations and write-ups
- Board matters: Restrict access to board member records
- Historical data: Set older records as view-only to prevent accidental edits