Who can see a record
Why two people in the same organization see different records, how a record you add on the phone is shared, and what happens when access is revoked.
Records are not visible across the whole organization. Each one is granted to particular people, either directly or through a team they belong to, and you only see what you have been granted.
Most access is set up in the web console, and the phone reflects it. The one place you set it on the phone is when you add a record.
Adding a record
The form for a new record ends with a choice of who can see it:
| Choice | Who sees it |
|---|---|
| Just me | Only you, along with everything attached to it |
| My workspace | Everyone in the workspace |
See Adding a record.
What this changes on the phone
Record lists are yours, not the organization's. Two colleagues can open the same entity and see different rows. Neither list is wrong.
Record counts are per person. The number on an entity card counts the records you can see, not how many exist. Someone else's count for the same entity will differ.
When access is revoked
Your starred and most-used lists live on the phone rather than on the server, so a record whose access has been revoked can still appear in Jump back in and Most Recent. Tap its star to drop it from your favorites, or use Edit, then Clear all, on Home to empty both lists. See Favorites and recents.
Getting access
Ask an admin. Access to an existing record is granted per user or per team in the web console, and there is no way to request or grant it from the phone. See What you do in the web console.