Field Access Management in Databases
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Availability: Pinnacle. ; Unavailability: Free, Team, Business, Enterprise; |
Field-level access rights give database owners the ability to control who can view or edit specific fields within their databases. In this article, you can get step-by-step instructions for configuring permissions across different types of fields.
How Field Permissions Work by Field Type:
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Non-mirror fields: Permissions can be configured independently for each field.
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Mirror fields: Automatically inherit permissions from their associated lookup field and cannot be set individually.
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Lookup fields: Permissions set here will cascade to any linked mirror fields.
Understanding how field-level permissions work for each field type ensures you can tailor access settings to your needs.
To manage who can access or modify a non-mirror field within your database, follow these steps:
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Open Your Database:
From the sidebar, navigate to your list of databases and click on the one you want to manage 1.
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Locate the Field:
Find the non-mirror field whose permissions you wish to modify. Click on the three-dot 2 menu next to the field’s name.
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Access Field Settings:
From the drop-down menu, select Change field settings 3.
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Manage Access:
In the settings interface, locate the Everyone who can access this database section. Click the edit (pencil) 4 icon.
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Share with People or Groups:
Under Add people or groups 5, select the users or groups you want to grant access to this field. You can search for individuals or predefined user groups within your organization.
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Save Changes:
After selecting the appropriate users or groups, click Save 6 to specify who is allowed to view and edit this field within the database and anywhere else it is used in Wrike.
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Save Settings:
Once you’ve selected the specific people or groups, click Save 7 to apply the new permissions.
Note
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Permissions are Immediate: Any changes you make to field access will take effect right away.
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Field Mirrors: If this field is already being mirrored elsewhere in your workspace, the permissions for those mirrors will not update automatically. Each mirrored field retains its original permissions unless updated separately.
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Exceptions: Lookup Fields and Mirror Fields have their own unique permission settings and are managed differently.
Mirror field permissions cannot be set independently; they automatically inherit the permissions of their associated lookup field.
To change access to a mirror field, adjust the permissions on the corresponding lookup field:
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In the left sidebar, navigate to the Databases section and select the database where you need to adjust permissions for a lookup field 1.
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Locate the lookup field for which you need to modify permissions. Click the three-dot 2 menu next to the field’s name in the database header.
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From the dropdown menu, select Change field settings 3.
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In the settings window, click the edit (pencil) 4 icon next to the permissions section.
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Here, you can view, add, or remove people and groups who should have access to view or edit the lookup field. Use the Add people or groups 5 option to include relevant users, teams, or roles as needed.
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Once you've set the desired permissions, click Save 6 to confirm your changes within the permissions panel.
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Finally, click Save 7 again at the bottom of the field settings interface to apply all updates to the database.
The permissions you set for a Link to database field apply only to the mirrored field - for example, the mirrored Contact Name. The permissions on the original Contact Name field in the database remain unchanged. For instance, if you share the Contact Name field only with yourself but then create a Link to database field in your Wrike space that mirrors Contact Name and share this mirrored field with everyone, only you will have access to the original database field, while everyone will be able to access the mirrored version in the Wrike space.
Note
Mirror fields inherit permissions directly from their associated lookup field. If you want to restrict or expand access to a mirror field, you must update the permissions on its related lookup field as outlined above.
To set permissions for a lookup field in Wrike, follow these steps:
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Navigate to the Space, folder, or project where you'd like to update permission settings for the linked database field (e.g., "Supplier") in table view.
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Click the three-dot 1 menu in the field's column header.
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Select Change field settings 2 from the dropdown menu.
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In the settings window, click the edit (pencil) 3 icon next to the permissions section.
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Here, you can view, add, or remove people and groups who should be able to view or edit the lookup field. Use the Add people or groups 4 option to include the necessary users, teams, or roles.
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After configuring the permissions, click Save 5 in the permissions panel to confirm your changes.
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Finally, click Save 6 again at the bottom of the field settings window to apply all updates to the database.
Important
Permission Override Through Sharing
If a user with access to a restricted field shares that field with others, those additional users will have access to the field—even if the field’s permission settings would normally restrict them. Sharing actions always override field-level access restrictions.
Note
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If you change permissions on a Database field that's already being used (mirrored) in other locations:
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Existing mirrors keep their current permissions and do not change.
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New mirrors created after the permission update will follow the new permissions.
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Direct access to the original field in Database will reflect the new permissions immediately.
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Permission Inheritance:
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Mirror fields always inherit permissions from their lookup (original) field.
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You cannot set independent permissions on mirror fields.
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Any changes to the lookup field’s permissions will automatically apply to all of its mirror fields.
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If the field was already mirrored in the project before you changed its permissions, the mirror retains its original access settings. To update permissions, you'll need to adjust the lookup field’s permissions within that specific project.
This typically happens because someone with access has shared the field with them. Sharing overrides field-level permissions, so check whether the field was shared directly with those users.