# Inventory access

> How an administrator decides who sees which inventories, under Settings → Inventory Access.

Source: https://support.wrklst.art/settings/inventory-access
Language: en

**How an administrator decides who sees which inventories, under Settings → Inventory Access.**

## What it does

Roles decide what a person may do in each module. Inventory access decides which works they see at all: you can keep someone out of an inventory, or keep an inventory for a few people only. Someone kept out of an inventory sees its works nowhere in WrkLst — not in the works list, in lists, sales, consignments, shipments, exhibitions or presentations, not in the search, in suggestions, notifications or the calendar feed, and not in documents they make.

Nothing changes until you set something. An account that never uses inventory access works exactly as before.

## Two ways to set it

Open Settings → Inventory Access. You need the right to manage users; administrators always see every inventory, whatever is set here.

**By person** — limit one person to chosen inventories:

1. Choose **Edit** beside the person.
2. Switch on **Only selected inventories**.
3. Tick the inventories they should see — search the list, and use **Select all** or **Select none** to tick or clear everything it shows at once. **Works in no inventory** is a choice of its own.
4. Choose **Save changes**.

**By inventory** — keep an inventory for a few people:

1. Open the **By inventory** tab and choose **Edit** beside the inventory.
2. Switch on **Protected inventory**.
3. Tick the people who should see it — **Select all** and **Select none** work here too.
4. Choose **Save changes**.

Both views edit the same choices. A person who is not limited still sees every inventory that is not protected; on their **Edit** you can tick the protected inventories they may see as well. A new inventory is visible to everyone who is not limited until you protect it.

## What a person with limited access sees

- **Lists and exhibitions** stay theirs to work with. Works they cannot access show as blacked-out lines with a count, and saving the record never removes them.
- **Sales, consignments, shipments and presentations** that hold such a work show it as a blacked-out line, and the person can read the record but not change it. A presentation's public link is not shown to them, since it shows every work to whoever opens it. A sale, consignment or shipment made only of such works does not appear for them.
- **Documents** made from a record leave those works out; the Downloads menu says how many.
- **Reports, collection values and the website** are not available to them, because totals and published pages would include works they cannot see.
- They always work in WrkLst 10.

## Related articles

* [Users, roles and permissions](/settings/users-roles-and-permissions)
* [Inventories](/settings/inventories)