Assessment permissions

This topic explains how to control who can view, edit, and retake assessments. It defines the roles used in assessments, describes the permission settings in templates and how they flow to assessments, includes a matrix of the actions each role can perform, and provides steps to change permissions on the assessment page.

About assessment permissions

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

Assessment permissions are role-based and differ from global permissions related to Assessments.

Role definitions

Owner

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

Assignee

User in the Assignees field in the Properties sidebar of an assessment.

Assessments administrator

User who has the Assessments Admin global role.

Permission settings in a template

The template used in an assessment defines who can view and retake the assessment, based on the following settings.

Setting	Description
View permissions	Determines who can view an assessment. You can select one of the following options: Everyone: Anyone with access to the Assessments product can see the assessment. That is, anyone who has a global role with the Product Rights > Assessments global permission can see the assessment. Only owner and assignees: This is selected by default. Only the owner and assignees of the assessment can see it. The owner of an assessment or an Assessments administrator can always change the view permissions of the assessment at the assessment level.
Who can retake this	Determines who can retake an assessment. You can select one of the following options: Everyone with view access: This is selected by default. It refers to the option selected in the View permissions setting (specified in the preceding row). Owner and assignees: Only the owner and assignees of the assessment can retake it. Only the owner: Only the owner of the assessment can retake it.

Note Updates to the permission settings in a template don't affect any existing assessments. They are applied only to new assessments.

How permissions flow from templates

By default, assessments inherit view and retake permissions from their template. The owner of an assessment or an Assessments administrator can change the view permissions of the assessment at the assessment level.

The following table describes where you can manage specific permissions for assessments and templates.

Permission type	Manage in template	Manage in assessment
View	Yes, via the View permissions setting	Yes, via the Permission to View setting in the Properties sidebar
Edit	No	Yes, via the Permission to Edit setting in the Properties sidebar
Retake	Yes, via the Who can retake this setting	No

Role-based permissions matrix

The following table summarizes the actions available to each role.

Action	Owner	Assignee	Assessments administrator
View an assessment.	Yes	Yes	Yes
Edit responses of a draft assessment.	Yes	Yes	No
Edit responses of a completed, submitted, or obsolete assessment.	No	No	No
Edit the name of a draft assessment.	Yes	No	Yes
Edit the name of a completed, submitted, or obsolete assessment.	No	No	No
Change view permissions of any assessment.	Yes	No	Yes
Change assignees of any assessment.	Yes	No	Yes
Change the owner of any assessment.	No	No	Yes
Retake any assessment.	Yes	Depends on the template setting	Yes
Complete or submit any assessment.	Yes	Yes	No
Download any assessment as PDF.	Yes	Yes	Yes
Mark any assessment as obsolete.	Yes	No	No
Delete any assessment.	Yes	No	No

Change permissions

You can change who can see or edit an assessment, directly on the assessment page.

Prerequisites

• You have a global role with the Assessments > Conduct assessments global permission.
• You either have the Assessments Admin global role or are the owner of the assessment.

Steps

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

   Section	Option	Result
   Permission to View	Everyone	Public. Everyone can see the assessment.
   Permission to View	Only Owner and Assignees	Private. Only the owner and selected assignees (in the Assignees field) can see the assessment.
   Permission to Edit	Owner	Owner can: Edit the name and responses if the assessment status is Draft. Change the view permission and assignee of the assessment. Complete or submit the assessment. Mark the assessment as obsolete. Delete the assessment. The owner of an assessment is the user who created or retook the assessment. Only an Assessments administrator can change the owner, regardless of the assessment status.
   Permission to Edit	Assignees	Assignees can: Edit responses if the assessment status is Draft. Complete or submit the assessment.


Your changes to permissions are saved.

What happens next

• When the view or edit 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.
• If notifications are enabled in the template, an email is automatically sent to someone whenever they are set as the owner or assignee of a draft assessment.