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I. Intro
Base administrators and collaborators with manage permissions can turn on advanced permissions for more granular permission management. They can configure who can view and edit specific fields or records in a table, and who can access dashboards and views by creating and assigning roles to members with different permission needs.
Note: This article introduces the old version of Base advanced permissions. The new version of advanced permissions in Base comes with a revamped configuration page and more refined permission controls. For more details, see Overview of new advanced permissions in Base.
Use cases
Base administrators can use advanced permissions to allow members to view only information that is relevant to themselves or add, delete, or modify records that are related to their tasks.
- Keep confidential data safe: The finance department can allow only authorized personnel to review account information that is part of the personnel's responsibilities to prevent data leakage.
- Protect privacy: The administration department can limit who can view fields that contain personal details while making other fields visible, protecting user's privacy.
Important terms
- Roles: A role is a permission group and each role can have its own set of permissions. Permissions for dashboards, tables, records, fields can be individually configured for different roles.
- roles are different permission groups. Administrators can set different dashboard/table/row/column permissions for different roles, then assign members to a customized role for them to get the corresponding permissions.
- Administrators: Administrators include the base owner and collaborators with manage permissions. They can modify all the content in the base, manage the base's permission settings, workflows, dashboards and so on.
- Record permission: Permission to edit each row in the base.
- Field permission: Permission to edit each column in the base.
Advanced permission settings
II. Steps
Overview
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Turn on advanced permissions
- Open the base and click Advanced Permissions in the upper-right corner.
- Click Turn on advanced permissions in the pop-up window. If this is not your first time turning on advanced permissions, turn on Turn on advanced permissions.
Note: For newly created bases, advanced permissions are turned off by default (all collaborators can view and edit all content). If you want to configure who can view and edit specified fields or records in a table, or view dashboards, you'll need to turn on advanced permissions.
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Turn off advanced permissions
- Open the base and click Advanced Permissions in the upper-right corner.
- Turn off Turn on advanced permissions in the pop-up window, then click Confirm.
Note: Once turned off, role permissions will be deactivated. All collaborators' permissions to this base will be reset to the default setting (all collaborators can view and edit all content).
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Add role
You can set the view permissions of dashboards as well as the view and edit permissions of a table and its records and fields by creating roles.
- Click Advanced Permissions > Add Role.
- Set a name for the role.
- Set specific permissions for tables and dashboards for this role.
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Edit, delete, or rename roles
- Edit roles: Click Advanced Permissions in the upper-right corner of the base and click Edit next to the role you want to edit.
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- Delete or rename roles: Click Advanced Permissions in the upper-right corner of the base, click the ··· icon next to the role, and select Delete or Rename.
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Add members to roles
There are two types of roles in advanced permissions: Administrators and collaborators.
- Add administrators: Click Share in the upper-right corner of the base, search for the member, and then select Can manage.
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Add collaborators: Click Advanced Permissions in the upper-right corner of the base, find the role, and click Assign Role. Search for the members or groups you want to assign the role to and add them, then click Save.
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Manage administrators and collaborators
- Manage administrators: Click Share in the upper-right corner of the base, find the collaborator, and click the drop-down list next to their name to remove them or change their permissions.
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Add or remove assigned role members: Click Advanced Permissions in the upper-right corner of the base and find the role you want to edit, then click the
icon to add or remove members.
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Duplicate the advanced permissions of an existing role
- Open the base and click Advanced Permissions in the upper-right corner.
- Click the ··· icon on the role you want to duplicate and select Duplicate.
- After the role is duplicated, you can customize it by adding members, modifying permissions, renaming roles, and deleting roles.
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Copy dashboard/table permissions to other roles
- Open the base and click Advanced Permissions in the upper-right corner.
- Click Edit on the role you want to copy.
- On the dashboard/table permission you want to copy, click the Copy permissions icon, select the target role, and then click Confirm to copy the dashboard/table permissions to the selected role.
Note: Dashboard/table permissions can only be copied to one role at a time.
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III. Convert a base with advanced permissions to a template
You can convert a base with advanced permissions turned on into a template for others to use.
Administrators: Manage template permissions
- Open the base, click the ··· icon in the upper-right corner, and turn on Convert to template.
Note:
- Base owners and collaborators with manage permissions can convert a base into a template.
- After converting a base into a template, the base's advanced permissions will be turned off automatically. Turn it back on as needed.
- After converting a base into a template, the owner and collaborators with manage permissions can still configure advanced permissions. The template will be updated based on the modifications made.
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Members: Use the template
- Open the base template and click Use this template in the upper-right corner.
- Modify advanced permissions settings as needed.
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