By default, anyone with access to profiles can see all profiles of a given type. But that may not suit how your team works: some profiles may only be relevant to compliance, or each team may manage its own client portfolio.
With Profile Access, you can decide which teams can see which profiles within each profile type: all profiles, or only those that meet certain conditions.
Before you start: if you don’t see the Profile Access tab, message us through the chat and we’ll help you enable this feature for your organization.
How to restrict access to a profile type
⚠️ Important: enabling restricted access takes effect immediately—you don’t need to save. From that moment, all profiles of this type are hidden from everyone, including administrators, until you create your rules and click Save changes. Plan your rules before enabling it. If a team needs to retain full access, create an All profiles rule for it.
1️⃣ Go to Organization > Profiles and select the profile type.
2️⃣ Open the Profile Access tab.
3️⃣ Turn on Restricted profile access.
How to create a rule
Click Add rule, select the teams and choose what they can see:
All profiles: access to every profile of this type, without restrictions.
Only some profiles: access only to profiles that match the conditions you define (property, operator and value). For example: Client is equal to Acme.
Conditions are based on profile properties; they cannot be based on relationships between profiles.
When you’re done, click Save changes.
💡 If a user belongs to several teams, they can see a profile as long as at least one of their teams has access.
Check your rules with the simulator
On the same page, you’ll find the Access simulator. Select one or more teams and some profiles to see which would be Visible and which would be Hidden under your current rules.
What happens when a user doesn’t have access?
The profiles don’t appear in their lists, searches or exports.
If a parallel is linked to a profile they can’t access, they can see the profile’s name but cannot open it.
They don’t receive expiration alerts for properties on those profiles.
If they create a profile that doesn’t match any of their access rules, the profile is created, but they can no longer see it.