# Is it possible to control permissions on a per-Shot (i.e. per-record) basis? **URL:** \ **Category:** Flow Production Tracking\ **Created:** [January 11, 2022, 9:49pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442 "2022-01-11T21:49:40Z")\ **Posts on this page:** 20\ **Page:** 1
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 11, 2022, 9:49pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/1 "2022-01-11T21:49:40Z")
I’d like to be able to define and re-define which can and can’t see Shots and Versions I imagine this can be done by means of Views and Filters, but I haven’t yet found whether it’s also possible to assign permissions to specific records. Example: Artists from Group A can see only Shots & Versions tagged with an “A”. Likewise Artists from Group B can see Versions only if they are tagged with a “B” And both Artist Groups can have access to records tagged “AB” ---
**Author:** ![Ricardo\_Musch](https://sea1.discourse-cdn.com/shotgunsoftware/user_avatar/community.shotgridsoftware.com/ricardo_musch/32/405_2.png) [@Ricardo\_Musch](https://community.shotgridsoftware.com/u/Ricardo_Musch)\ **Post date:** [January 11, 2022, 11:27pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/2 "2022-01-11T23:27:57Z")
A system for this is built into ShotGrid using the vendor workflow. A user would be given Vendor permissions and can then only view Shots and Assets that the user or it’s group is assigned to via the Vendor Groups field. ![image](https://global.discourse-cdn.com/shotgunsoftware/original/2X/5/5d2697fb00c3e796d6c2e4b373c44716139b99ef.png) > **[Managing external work in ShotGrid | ShotGrid | Autodesk Knowledge Network](https://knowledge.autodesk.com/support/shotgrid/getting-started/caas/CloudHelp/cloudhelp/ENU/SG-Tutorials/files/SG-Tutorials-tu-managing-external-html-html.html)** > > This tutorial will take you through an example workflow which will show you how to track, manage, review, and approve work produced by external vendors. Concepts will be kept largely high level, and finer details such as how work files should be... ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 12, 2022, 2:34am UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/3 "2022-01-12T02:34:19Z")
Looking promising. Immediate problem: “User as Other User” and selecting an “Artist” we’re getting the following alert: “Sorry, your permissions do not allow you to view this page.” I assumed the solution would be under Permissions - People \> Artist \> Entity Permissions \> Version and/or Permissions - People \> Artist \> Field Permissions \> Version But those were set to “See”, so I’m assuming there’s more to this. ---
**Author:** ![Ricardo\_Musch](https://sea1.discourse-cdn.com/shotgunsoftware/user_avatar/community.shotgridsoftware.com/ricardo_musch/32/405_2.png) [@Ricardo\_Musch](https://community.shotgridsoftware.com/u/Ricardo_Musch)\ **Post date:** [January 12, 2022, 2:36am UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/4 "2022-01-12T02:36:37Z")
You are using “Use ShotGrid as another user” and selected a user with the Vendor Permission applied? What page are you trying to view? ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 12, 2022, 2:38am UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/5 "2022-01-12T02:38:23Z")
> [@Ricardo\_Musch](#): > > What page are you trying to view? Shots & Versions Problem solved: It wasn’t a permissions issue per se. The Person wasn’t assigned to the Project. ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 12, 2022, 2:42am UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/6 "2022-01-12T02:42:04Z")
Correction: Problem _partially_ solved. The page is now viewable, but having assigned Vendor Groups to both the Person (Artist) and a select number of Shots, the Person nonetheless sees ALL the shots. ---
**Author:** ![Ricardo\_Musch](https://sea1.discourse-cdn.com/shotgunsoftware/user_avatar/community.shotgridsoftware.com/ricardo_musch/32/405_2.png) [@Ricardo\_Musch](https://community.shotgridsoftware.com/u/Ricardo_Musch)\ **Post date:** [January 12, 2022, 2:45pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/7 "2022-01-12T14:45:24Z")
You mentioned “Person (Artist)”, do you mean that person has the “Artist” permission group assigned? Because you should assign that person the “Vendor” permission group which is specifically designed with permissions to allow them to only see Shots/Assets and Versions from themselves or what they are assigned to as per the docs above. ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 12, 2022, 3:31pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/8 "2022-01-12T15:31:25Z")
> [@Ricardo\_Musch](#): > > You mentioned “Person (Artist)”, do you mean that person has the “Artist” permission group assigned? Yes. > [@Ricardo\_Musch](#): > > Because you should assign that person the “Vendor” Ok, that makes sense to the extent that we’re using the ‘Vendor Groups’ feature, but if we go down this path, would we be creating problems while resolving this one? These “People” will need to be able to upload & download Version media while simultaneously limited to only those Shots and Versions defined by the use of Vendor Groups. ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 12, 2022, 3:36pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/9 "2022-01-12T15:36:13Z")
Also note: Your answer solved the issue. Thanks! My question above effectively becomes: What are the down-side tradeoffs (if any) have I engage in by having heeded your advice? ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 12, 2022, 3:43pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/10 "2022-01-12T15:43:29Z")
For instance – an immediate problem I ran into was that Versions are not accessible to this newly-designated Vendor. I’m noodling around the various settings to see if there’s a way to fix this… but so far haven’t figured out how to make Versions accessible. According to the Vendor permissions, this User has access to the Shots and Versions entities. I’m not seeing any permissions that should deny them access to a Version whose Shot is assigned to their Vendor Group. ---
**Author:** ![Ricardo\_Musch](https://sea1.discourse-cdn.com/shotgunsoftware/user_avatar/community.shotgridsoftware.com/ricardo_musch/32/405_2.png) [@Ricardo\_Musch](https://community.shotgridsoftware.com/u/Ricardo_Musch)\ **Post date:** [January 12, 2022, 4:27pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/11 "2022-01-12T16:27:27Z")
The Vendor group has conditional permissions which is in the form a a large dictionary. It can currently only be edited by the Sg support team. I don’t think a vendor groups field exists on a Version by default so you would have to add that in exactly the same fashion as the default fields on Shots and Assets (Create a new Field in the Version overview, call it “vendor\_groups”, set it’s type to “Multi Entity”) ![image](https://global.discourse-cdn.com/shotgunsoftware/original/2X/7/766241e0d8d3e79874481d7288d7b97fa842ca42.png) Then ask support if they can devise a permission change on the Vendor permission group that allows the permission group to view versions that have their vendor group assigned even if the artist was not them. Something like that? ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 12, 2022, 6:56pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/12 "2022-01-12T18:56:10Z")
Ok, so that’s interesting. Ideally for our purposes the _Version_ permissions would be based not on a field in the _Versions_ table but on the Vendor Group field in its parent _Shot_. I already sent a note to support. If this all works as you’re suggesting it’ll be pretty powerful. Thank you! ---
**Author:** ![Ricardo\_Musch](https://sea1.discourse-cdn.com/shotgunsoftware/user_avatar/community.shotgridsoftware.com/ricardo_musch/32/405_2.png) [@Ricardo\_Musch](https://community.shotgridsoftware.com/u/Ricardo_Musch)\ **Post date:** [January 12, 2022, 10:07pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/13 "2022-01-12T22:07:45Z")
Sounds good. In your case that makes sense as they are artists as far as I understand. The Vendor Permission group was primarily built to allow VFX vendors to login to the Production SG site and only see the Shots and Assets they are assigned to and to upload versions to those. IMO the Permissions dictionary that controls the conditional permissions should be editable by the SG admin, it would allow a lot more cases of usage. @shaynad👀 🙏 ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 12, 2022, 10:46pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/14 "2022-01-12T22:46:28Z")
A possible alternative approach might use the following… By linking filters to Users and Groups, such that depending how you’re logged in, you trigger an automated, unremovable filter for a given page. or By allowing dynamic values in the filters, e.g. “Find Versions where Column X contains name of the Group the active user is assigned to.” Is there a way to put dynamic values of this kind in filters? ---
**Author:** ![Ricardo\_Musch](https://sea1.discourse-cdn.com/shotgunsoftware/user_avatar/community.shotgridsoftware.com/ricardo_musch/32/405_2.png) [@Ricardo\_Musch](https://community.shotgridsoftware.com/u/Ricardo_Musch)\ **Post date:** [January 12, 2022, 11:01pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/15 "2022-01-12T23:01:31Z")
Yes correct, also be aware that a custom view can also be set so it only displays for a certain permission group. So in essence you could create a view for groupA, one for groupB and the others for your own internal super users. ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 12, 2022, 11:06pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/16 "2022-01-12T23:06:21Z")
Are approaches I mentioned actually possible? > [@Ricardo\_Musch](#): > > custom view can also be set so it only displays for a certain permission group Yes, that much I knew, and we’ll fall back on that if need be. It just seemed a little clumsy: One View per user [_Correction: per permission group, not per use_r] would lead to a lot of updating every time you add a field a nuance column widths, color schemes etc. It’s part of why I’m hoping to minimize the number of Views in play. ---
**Author:** ![Ricardo\_Musch](https://sea1.discourse-cdn.com/shotgunsoftware/user_avatar/community.shotgridsoftware.com/ricardo_musch/32/405_2.png) [@Ricardo\_Musch](https://community.shotgridsoftware.com/u/Ricardo_Musch)\ **Post date:** [January 13, 2022, 12:13pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/17 "2022-01-13T12:13:25Z")
Why would you need it per user? ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 13, 2022, 2:55pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/18 "2022-01-13T14:55:36Z")
> [@Ricardo\_Musch](#): > > Why would you need it per user? You are correct: “per user” not necessary. “per permission group”. Correcting above. The question I mean to ask was whether it were possible to attach a custom filter to a single View that dynamically updates based on the active user’s permission group? ---
**Author:** ![Ricardo\_Musch](https://sea1.discourse-cdn.com/shotgunsoftware/user_avatar/community.shotgridsoftware.com/ricardo_musch/32/405_2.png) [@Ricardo\_Musch](https://community.shotgridsoftware.com/u/Ricardo_Musch)\ **Post date:** [January 13, 2022, 5:10pm UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/19 "2022-01-13T17:10:27Z")
I dont think so. I would suggest you try the “Vendor” route and see what it’s missing for you, then look at possible options. You may be overcomplicating what you want to do. ---
**Author:** ![Cmq](https://avatars.discourse-cdn.com/v4/letter/c/a698b9/32.png) [@Cmq](https://community.shotgridsoftware.com/u/Cmq)\ **Post date:** [January 14, 2022, 3:12am UTC](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442/20 "2022-01-14T03:12:02Z")
> [@Ricardo\_Musch](#): > > try the “Vendor” route That’s looking promising – if we can get it working for _Versions_. Still waiting for SG team to reply on that, but thanks to you for pointing it out. > [@Ricardo\_Musch](#): > > may be overcomplicating what you want to do Maybe, but the idea of a single dynamic _View_ – a template with elements that change depending on state, who’s logged in, etc. etc. is a pretty common concept in web dev. But in the end, if we have to do per-user-group _Views_ it’ll be fine. Thanks again. [Next page](https://community.shotgridsoftware.com/t/is-it-possible-to-control-permissions-on-a-per-shot-i-e-per-record-basis/14442.md?page=2)