A single project needs to become visible to two additional colleagues who actually belong to another department. The obvious but unfortunate solution is often to adjust the general department permissions just to meet this one need. The result: suddenly far more people can see far more than was ever necessary. 1Tool solves this problem with a dedicated access manager that allows targeted sharing of individual records without changing anything in the general department permissions.
Access to the specific case, not to the department
The access manager in 1Tool works exactly where permissions are actually needed: on the individual record. Whether it is a board, a project or a folder makes no difference. Access can be granted specifically to individual users or to certain roles, completely independent of the general rights these people otherwise have in their department. A sales employee can thus gain insight into one particular project without automatically getting access to all the other projects of the responsible department.
Prepare changes together instead of saving instantly
One detail makes a big difference in everyday work: changes in the access manager are not applied immediately with every single click. Instead, they are prepared together and only take effect when you actually save. At first glance this may seem like a minor technical nuance, but it has practical consequences. Anyone who wants to grant or remove access to a record for several users or roles can do so in one go and review the entire change once more before it takes effect. An accidental click does not immediately lead to an unintended share that might go unnoticed until someone stumbles upon it.
Fewer compromises on sensitive projects
This approach pays off especially for sensitive projects, for example in HR, in finance or in confidential customer projects. Instead of having to choose between "nobody outside the department sees the project" and "the whole department gets access so that the one person who needs it is included", access can be tailored precisely to the people who really need it. This not only reduces the risk of unnecessarily broad visibility, it also makes it traceable who has access to a particular record and why.
Staying clear, even with many exceptions
Another advantage becomes apparent as soon as several of these targeted shares build up over time. Because each share is attached directly to the record in question instead of being hidden somewhere in a separate department configuration, you can see at any time who currently has access to a specific board, project or folder. This saves a tedious search through nested department permissions when you need to clarify after the fact why a certain person had access to a project. Especially in companies where many such individual shares accumulate over time, this direct link to the record makes the difference between a clear permission system and one that has grown out of control.
Frequently asked questions
What exactly is the access manager in 1Tool for?
It is designed for the targeted sharing of individual records such as boards, projects or folders with specific users or roles, without having to change general department permissions.
Do changes in the access manager take effect immediately?
No. Changes are first prepared together and only applied when you save. This lets you check the entire share once more before it takes effect.
Does a share via the access manager affect a user's other department permissions?
No. The share applies specifically to the record in question and does not affect the general access rights a user has through their department.
How often have you recently had to adjust general permissions just to give a single person access to a project?