# Set Up User Permissions for the Cloud Voice App When you enable the Cloud Voice App for a user, they start with full run of the app: every menu is visible and every setting is editable. Permission rules let you narrow that down. You decide which menus appear and which settings each user can change, and whatever you set applies consistently across the Web, Desktop, and Mobile versions of the app. There are two kinds of rules: - **Menu visibility** controls which menus a user can open. - **Operation permission** controls which settings a user can modify. Both are managed from the PBX (Private Branch Exchange) web portal, which is the browser-based admin console for your phone system. :::note The two rule types are independent. A menu-visibility rule only decides whether a menu is *shown*; an operation-permission rule decides whether the settings inside it can be *changed*. You can use one, the other, or both together. ::: ## Requirements Confirm that the platform and the client apps meet these minimum versions before you build permission rules. | Component | Minimum version | |-----------|-----------------| | PBX server | 84.12.0.57 | | Cloud Voice App, Desktop (Windows) | 1.2.14 | | Cloud Voice App, Desktop (Mac) | 1.2.10 | | Cloud Voice App, Mobile (iOS) | 5.2.9 | | Cloud Voice App, Mobile (Android) | 4.13.16 | :::caution These are minimum versions. Permission rules depend on them, so a client app older than the version listed here may not honor the rules you create. Update any out-of-date clients before you rely on permissions to restrict access. ::: ## Control which menus users can see Out of the box, every user can open every menu in the app. Add a menu-visibility rule when you want to keep certain menus out of certain people's view. 1. Sign in to the PBX web portal and go to **Extension and Trunk > Client Permission > Menu Visibility**. The list already holds the default rule, which grants all users access to all menus. 2. Click **Add rule**. 3. Define the rule, then click **Save**. ![Form for a menu-visibility rule, with fields for the target extensions, the permission type, and the menus to include](/images/pbx/set-up-menu-visibility-permission-1.png) - **Extension/Extension Group**: select the edit icon ![edit icon](/images/pbx/edit.png) and choose the extensions, extension groups, or departments the rule covers. - **Permission Type**: choose how the rule behaves. - **Allow use**: the selected menus stay available in the app. - **Disallow use**: the selected menus are hidden. - **Menu**: pick the menus the rule allows or blocks. :::tip Point rules at extension groups or departments rather than individual extensions where you can. The rule then keeps working as people join or leave that group, so you don't have to edit it every time your team changes. ::: The rule takes effect right away. From then on, each user sees only the menus you've left visible to them. :::caution A rule applies the moment you save it, including to users who are already signed in. A **Disallow use** rule will make the affected menus disappear from their app live. Double-check the **Extension/Extension Group** scope before saving so you don't hide menus from the wrong people. ::: ## Control which settings users can change By default, users can edit every setting in the app. An operation-permission rule lets you lock down the specific settings you don't want them to touch. 1. In the PBX web portal, go to **Extension and Trunk > Client Permission > Preference Settings**. The default rule, which lets all users configure all settings, appears in the list. 2. Click **Add rule**. 3. Fill in the rule, then click **Save**. ![Form for an operation-permission rule, with fields for the target extensions, the permission type, and the configuration items to include](/images/pbx/client-permisssion-operation-permission-1.png) - **Extension/Extension Group**: select the edit icon ![edit icon](/images/pbx/edit.png) and choose the extensions, extension groups, or departments the rule covers. - **Permission Type**: choose how the rule behaves. - **Allow edit**: users can change the selected settings. - **Disallow edit**: users can't change the selected settings. - **Configuration Item**: pick the settings the rule governs. Each option maps to a different location depending on the app, as summarized below. | Configuration item | Location in the Mobile app | Location in the Web and Desktop apps | |--------------------|----------------------------|--------------------------------------| | User | **Account > Personal Information** (the **User Information** and **Upload Avatar** options) | The matching tab under **Preferences** | | Presence | **Account > Current Presence** | The matching tab under **Preferences** | | Voicemail |- | The matching tab under **Preferences** | | Audio & Video |- | The matching tab under **Preferences** | | Features | **Account > Settings > Advanced**: Call Waiting (the **Call** option) and Switch Business Hours Status (the **Time-conditional Presence Auto Switch** option) | The matching tab under **Preferences** | | Function Keys |- | The matching tab under **Preferences** | | Integration |- | The matching tab under **Preferences** | | AI | **Account > Settings > AI** | The matching tab under **Preferences** | | Change Password & Security | Password Management in **Account > Settings** (the **Change Password** option) | **Account > Change Password & Security** | :::note A dash in the Mobile column means that configuration item is not available in the Mobile app, so the option only affects the Web and Desktop apps. ::: :::caution The **Change Password & Security** item controls whether users can change their own password. If you set it to **Disallow edit**, affected users can no longer reset their password from the app and will have to contact an administrator, so apply it deliberately. ::: On the Web and Desktop apps, the settings above live under the **Preferences** menu: ![Cloud Voice, the Preferences menu in the Web app, listing the configurable setting tabs](/images/pbx/linkus-settings-web-client.png) ![Cloud Voice, the Preferences menu in the Desktop app, listing the configurable setting tabs](/images/pbx/linkus-settings-desktop-client.png) The rule takes effect right away. From then on, users can only change the settings you've allowed them to configure.