Looking to control who can see certain items on your board? Want to limit the ability to see items only to those pinned to a specific task/project? With our new item viewing rights, board owners can decide whether all users with access to that board can see all items on it, or whether users can only see the items pinned to them.

This provides an additional layer of control and ensures collaboration in one place, without compromising access to sensitive data.

Note: Rights to view items are only available in the Enterprise plan and only to board owners.

Setting rights to view items

To set rights to view items, access the three-dot menu in the top right corner of the board and select “Board rights.”

From there, you’ll find the option to set viewing restrictions under the “Viewing Rights” section. We suggest the following settings:

• View All: This is the default option and will allow anyone with access to the board to see all items on it.
• View items pinned to them in each column: This option will allow users to see only the items pinned to them in each of the people columns on this board. Additionally, the creator of the item will be able to see all the items they created, and board owners will be able to see all the items on the board.

Note: When using sub-items on a board with item view rights enabled, only users pinned to the parent item can be pinned to the sub-item. Additionally, anyone who can see the parent item will be able to see all of its sub-items.

What happens when viewing and editing rights are enabled?

Curious about How will your board rights behave when you have both view and edit rights enabled? If you choose to enable both view and edit rights on the same board (except for the “Edit All” or “View All” settings), you will have one of three options:

1. View item rights + Edit content: With both of these rights enabled, everyone can view and edit Items pinned to them. Users who do not own a board that will be pinned to the item will not be able to change the board structure (i.e., rename groups/columns, rearrange the board structure)
2. Rights to view items + edit rows attached to them in the People column: With these rights, everyone will be able to see and edit only the items attached to them.
3. View item rights + Write updates only: Finally, with these two rights, everyone will be able to see items pinned to them, but they will only be able to add updates to those items and not edit the content of any of them.

As with all board rights, board owners will be able to see and edit everything on the board and these steps will not apply to them.

Tip: You can also see the specific rights set on your board by clicking the lock icon at the top of your board and then “View Rights Settings.”

Tip: Want to set other permissions on your board? Check out our Board Permissions and Column Permissions articles!

Limitations

There are some important limitations to keep in mind when this feature is enabled on the board:

• First, only the board owners will be able to:
  • Manage and run automations and integrations on the board:
    • All automations/integrations created by non-board users before enabling item viewing rights will be disabled.
      
    • After enabling item viewing rights, non-board users will not be able to create new automations and integrations
  • View board or item activity logs
  • Delete a group or move it to another board
  • Adjust the board
• Broadcast boards with item viewing rights enabled will appear blank.
• Some item viewing apps (other than the item card) will not work on boards with item viewing rights enabled.
• When duplicating columns from a board with view item rights, only board owners will be able to see the column, while anyone who is not a board owner will not be able to see the column.
• API – graphQL ItemByName query used to get data about items based on their name is not supported