All records within Workbooks have a set of Access Permissions which control who can view and modify that specific record. When you create a new record the Access Permissions it is given are a combination of the Sharing Policies and Mandatory permissions in place at that time. If you have the Advanced Security licence it is possible to change the Sharing Policies and Mandatory permissions at a global level, otherwise you can modify the Access Permissions on a record-by-record basis.

To see which Users or Groups have which Access Permissions on a particular record click on the Padlock icon in the top right-hand corner of that record. Some of the permissions are controlled by the rulesets applied as Mandatory permissions, which means the end-User cannot change them. These are shown as greyed-out ticks. In addition, you will see some checkboxes that you can modify. These are controlled by the Sharing Policy set up on your database for the record.

The screenshot below shows the Access Permissions that are in place on the majority of record types when you first open Workbooks. (Click to enlarge.)

If you want to prevent users in the Everyone group from accessing this record, click on the delete button on the right-hand side and click Save & Close. (NOTE: If you are neither the Owner of the record, nor a member of the System Administration group all the ticks will be greyed out and you won't be able to change the Access Permissions.)

Similarly, you might want to give access to other users or groups of users. To do this, click Add Rule and use the dropdown menu to choose the appropriate user or group. Then tick the checkboxes to grant that user or group the access level that you want them to have for this specific record.

NOTE: If you have the Advanced Security licence and you've set up your database to apply Sharing Policies when ownership of the record changes, any changes that have been made at the individual record level will be lost if the record is assigned to a different user. Assigning the record to a queue however, will not affect the Access Permissions.