Assessment permissions

You can protect sensitive assessments by giving specific permissions to individuals. This includes choosing whether the assessment is private or public, and assigning people to collaborate on the assessment. These permissions determine who can view and edit the assessment and thus prevent unauthorized access.

Role definitions

Owner

User in the Owner field onin the Properties tabsidebar of an assessment. Typically, the owner of an assessment is the user who created or retook the assessment.

Assignee

User in the Assignees field onin the Properties tabsidebar of an assessment.

Assessments administrator

User who has the Assessments Admin global role.

Permission inheritance

By default, assessments inherit their view permissions from the associated template. However, if you are the assessment owner or an Assessments administrator, you can change the default view permissions of the assessment at any time. An Assessments administrator can also change the owner of an assessment, regardless of its status.

When the permissions of a submitted assessment are updated, the change is automatically recorded as a comment on the History tab of the linked review asset, showing the new permissions.

Role-based permissions

The following table summarizes what each role can do.

Action	Owner	Assignee	Assessments administrator
View an assessment	Yes	Yes	Yes, even if they aren't the owner or assignee
Edit the responses of a draft assessment	Yes	Yes	No
Edit the responses of a completed, submitted, or obsolete assessment	No	No	No
Edit the name of a draft assessment	Yes	No	Yes, even if they aren't the owner or assignee
Edit the name of a completed, submitted, or obsolete assessment	No	No	No
Change the view permission and assignee of any assessment	Yes	No	Yes, even if they aren't the owner or assignee
Change the owner of any assessment	No	No	Yes, even if they aren't the owner or assignee
Copy any assessment	Yes	Yes	Yes, even if they aren't the owner or assignee
Complete or submit any assessment	Yes	Yes	No
Download any assessment as PDF	Yes	Yes	Yes, even if they aren't the owner or assignee
Mark any assessment as obsolete	Yes	No	No
Delete any assessment	Yes	No	No

Change permissions

Prerequisites

You have a global role with the Assessments > Conduct assessments global permission.

Steps

1. Open Assessments.
2. Click the assessment whose permissions you want to change.
3. Click Edit, and then click the Properties tab.In the Properties sidebar, click the current value in each of the following sections, select the required option, and then click .

   Section → Option	Description
   Permission to ViewView Permissions → Everyone	Makes the assessment visible to all users.
   Permission to ViewView Permissions → Only Owner and Assignees	Makes the assessment visible to only the owner and the assignees selected in the Assignees field. Tip Default view permission can be set for all assessments that use a specific template by using the View Permissions setting in the template.
   Permission to EditEdit Permissions → Owner	Shows the name of the user who created or retook the assessment. The owner can: Edit the name and responses of the assessment if its status is still Draft. Change the view permission and assignee of the assessment. Complete or submit the assessment. Mark the assessment as obsolete. Delete the assessment. Tip Only an Assessments administrator can change the owner.
   Permission to EditEdit Permissions → Assignees	The assignees can: Edit the responses of the assessment if its status is still Draft. Complete or submit the assessment.

2. Click Save.