Understanding Assign and View: How to Manage Team Access

This guide explains how to use the Assign/View feature to assign users to manage jobs, customers, and projects, and how to control their access and interactions within the system.

Please navigate to the relevant section by clicking on it:

The Core Difference: Assign vs View
Visual Cues: Understanding Green and Grey
Role Impact: How Account Types Respond
How to Manage Access (Step-by-Step)

1. The Core Difference: Assign vs. View

Think of these as two different "roles" a person can have for a specific task.

Assign (The "Doer"): When you assign a user, you are putting them "in charge" of that task. It will appear directly on the Caction app or desktop dashboard. They are expected to perform the work, fill out reports, and update the status.
View (The "Watcher"): Giving someone "View" access is like giving them a window into the room. They aren't the assigned user, so the task won't clutter their main schedule, but they can still search for it, open it, and see all progress, photos, and reports.

2. Visual Cues: Understanding Green and Grey

The system uses a simple color-coding method in the Assign User section to show you exactly who has what level of access:

Green Checkbox: The green checkbox means that you have manually assigned that user to have either view or assign access to the job.
Grey Checkbox: The grey checkbox means that the user has default viewing and assign access. The system has granted this person access automatically based on their role or a "Blanket" setting. You cannot uncheck a grey box directly because it is "inherited" from a higher level.

If a user is assigned at the Customer level, they will automatically have view access to all related jobs and projects.

For further information, you may view this guide on User Types in Caction

3. Role Impact: How Account Types Respond

The system is designed to help supervisors stay informed without manual data entry.

Sub-Admins: In the case of sub admins, they can be auto assigned view access when a staff member under them has been assigned to the job, granting edit access accordingly
Staff Accounts: These are strictly limited. Staff can typically only see what has been explicitly assigned or shared with them.

4. How to Manage Access (Step-by-Step)

Managing these permissions is as simple as clicking a button. Here is how to toggle between the different states:

Note: This action can be performed in both the Caction app and the web version.

To Give Access:

Open the sidebar and click on the business management tab
Navigate to the Customer List
Click on the menu icon to go into the customer details
Go to the Assigned To section.
To Assign: Click the checkbox under the Assign column. It, along with the View column will turn green.
To View: Click the checkbox under the View column. It will turn Green.
Save your changes to update the user's access level.

To Remove Access:

Click the Green Checkbox again until the box is empty (White).
If a checkbox is Grey, you cannot remove it from the job level. You must go to the Customer or Project level where the "Blanket" access was originally given to remove it.

Note: When you assign a user to a job, customer, or project, the “View” box will be checked automatically because they are given full access. Assigned users can work on and edit the job, such as updating details or making changes.

If you only check the “View” box, the user can only see and monitor the job, customer, or project. They will not be able to make any changes or edits.