Limiting Search Access to Custom Records

The restrictions to custom record type access set up on the Permissions subtab do not apply to custom record data access by searches. If you want to prevent searches from returning custom record type data, you can:

restrict search access to specific custom record type fields on a field-by-field basis
restrict the audience for custom record type saved searches on a search-by search-basis

Limiting Search and Reporting Access to a Custom Field

You can limit search and reporting access to a custom field.

To limit search and reporting access to a custom field:

Go to Customization > Lists, Records, & Fields > Record Types.
Click a custom record type.
On the Fields subtab for the custom record, click a field.
To prevent any searches or reports from returning data for this field, on the Access subtab for the field, set the Default Level for Search/Reporting option to None.

You also can prevent searches or reports run by users with specific roles from returning data for this field. To do so, set the Default Level for Search/Reporting option to None for specific roles on the Role subtab.

For more information, see Restricting Access to Custom Fields.

Limiting Access for a Custom Record Saved Search

You can limit access for a custom record saved search.

To limit access for a custom record saved search:

Go to Lists > Search > Saved Searches.
Click Edit beside the saved search that you want to restrict.
On the search page, click the Audience subtab and make changes, as needed, to the users who have access.

For example, you can clear the Public box or the Select All box for roles. Instead, select only the specific roles that will have access to the custom record.

For more information, see Defining Audiences for Saved Searches.

Limiting Search and Reporting Access to a Custom Field

To limit search and reporting access to a custom field:

Limiting Access for a Custom Record Saved Search

To limit access for a custom record saved search:

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