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Is it possible to show an entity only in Lookup fields without read permission on the whole record?

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Posted on by KVa

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I have an employee entity which contains sensible data about employees, so every user has only read permission on his own employee record. The problem here is, that if the user wanted to see all employees in the company, he won't be able to, because he can only read his own record.

Is it somehow possible to list all records, but only the names without having access to all fields? (Row.level security is not quite feasible because there are too many fields)...

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ChadAlt 367 User Group Leader on at

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RE: Is it possible to show an entity only in Lookup fields without read permission on the whole record?

I can't say this is ideal, but we had the same requirement and resolved it by creating an intermediate table/entity. All other solutions we considered were not sufficient.

We needed users to select a Parent Opportunity, but they don't have read access to these Opportunities belonging to other Business Units. So I created a table called Opportunity Lookup that simply stores the name of the related Opportunity in an effective 1:1 relationship.

An Opportunity Lookup row is created whenever an Opportunity is created and updated whenever the Opportunity name changes.

I created lookups going both directions to make it easy to navigate within processes.

Users select a row from the Opportunity Lookup table as the parent to the active Opportunity, and a process retrieves the related Opportunity for this Opportunity Lookup row to set it in the Parent Opportunity column.

This will work for your scenario, I'm sure. I greatly dislike doing things such as this, but it was the best solution we found to effectively grant access to users to select a record in a lookup where they don't have access to this natively.
KVa 293 on at

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RE: Is it possible to show an entity only in Lookup fields without read permission on the whole record?

Thank you.

Basically I need to hide all fields except the name field. Is there a way to protect all fields with field level securitya and just enable one field, or do I need to add all fields to a profile?
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Wahaj Rashid 11,321 on at

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RE: Is it possible to show an entity only in Lookup fields without read permission on the whole record?

Hi,

Thank you for your query.

The appropriate way is to use Field Security profile, as Akaya mentioned.

Another approach is to create a separate form and only add limited fields to this.

Then only enable this form for your user (using Enable forms for specific security roles).

However, this does not apply to views, user can still use views or Advanced Find to view data (unless you apply field level security).
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Ayaka Iwai on at

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RE: Is it possible to show an entity only in Lookup fields without read permission on the whole record?

There's no such OOB functions.

I think you should use Field level security to achieve that.