To edit a record, you need the permission at one of its campuses. To delete it, you need the permission at every campus on it.
That one rule explains most of what staff run into when they are limited to certain campuses. This article walks through it, with an example, and covers creating records, bulk delete and archived organizations. If you have no campus limit and no campus overrides, none of this restricts you: you can do whatever your permissions allow.
An example
Nora is limited to the North Hills campus, and she holds the permission for the kind of record in each row. Her church also has a Lakeside campus. Here is what she can do.
Where the record is | Open and edit | Delete |
At North Hills | Yes | Yes |
At North Hills and Lakeside | Yes. She changes only her campus, and Lakeside stays on the record. | No. She can remove North Hills from it instead. |
At Lakeside | No | No |
Available to All | Yes | No. Only someone with no campus limit, and no override taking that permission away, can delete it. |
At her whole organization | Yes, because she reaches that organization. | No. That needs every active campus of the organization. |
Creating a record
If you are limited to certain campuses, a new record must be placed at one or more campuses inside your access. You cannot create a record available to All, and the All button is not offered.
Creating at a campus where a campus override removed your permission is refused with "You cannot place this record at {campus}."
Placing a record at a whole organization needs access, and the permission, at every active campus of that organization. An archived organization cannot be added.
If you do not choose a campus, the record lands at the campuses in your campus selector, then your limit, keeping only campuses where you hold the permission. Someone with no limit gets All.
Editing a record
Editing needs the permission at any one of the record's campuses. A record available to All can be edited by anyone who holds the permission at any campus. A record placed at organizations only needs one organization you reach.
When you edit a record shared with campuses outside your access, you change only your own campuses. The others stay on the record.
You cannot add a campus outside your access, turn a record available to All into specific campuses, or turn specific campuses into All.
People are the exception. If you are limited to certain campuses, you can still place a person at your campuses, clear them, or leave them with no campus.
Deleting a record
Deleting needs the permission at every campus on the record. For a record placed at organizations, it needs every active campus of each organization. Otherwise the delete is refused, and the message suggests removing your campus from the record instead.
If you have a restriction, such as a limit on which group types or note types you can work with, the record has to pass that restriction at each of its campuses on its own. Editing uses your combined list instead.
Some records have no permission of their own, such as message templates and mail merge templates. These follow your plain campus limit. Deleting one available to All needs no campus limit and no campus override, though someone with an override but no limit can still delete one they created.
Why a record available to All cannot be deleted by limited staff
This is the refusal that looks like a bug, and it is not one. A record available to All covers every campus, including campuses your church adds in the future. Nobody limited to certain campuses can hold the permission at a campus that does not exist yet, so nobody limited at that permission can delete an All record.
That holds even for someone limited to every campus you have today. If an All record needs deleting, ask someone with no campus limit, and no override removing that permission, to do it.
Bulk delete
When you tick rows, one row you can edit but not delete refuses the whole selection, and tells you why.
A ticked row you cannot edit at all is skipped and counted on some screens, such as Groups, and refuses the whole selection on others.
Select all skips the rows you cannot delete and tells you how many it skipped.
What "limited at a permission" means
The rules above talk about people who are "limited". For any one permission, you are limited at it if your campus limit, cut down to the campuses where you hold that permission, does not cover everything.
That includes one case that surprises people: someone with no campus limit at all, but a campus override that removes the permission at one campus, counts as limited at that permission. So they cannot delete records available to All that need it.
Records in archived organizations
Nobody, Super Users included, can change a record that belongs only to archived organizations and their campuses, or an archived organization's gifts, batches, recurring gifts and pledges. People profiles are exempt, and a record that is also at an active organization stays editable.