Information Compartmentalization

Question

As I research if I want to use Trello I ran into something unbelievable, so please tell me it is not true (Grok says it is).

Suppose:
I am using one board with several lists
In one list I have several cards
On one card I have a customer card. I am negotiating a deal with this customers and the details are in the card's Description and there are assigned tasks in the checklists.
One task I am assigning is for a driver to take me to a meeting
He, in turn will assign a task of washing the car to an employee named Sam.

According to Grok, if all, including Sam are using Trello, Sam gets access to my ENTIRE BOARD in order to be assigned the car wash task.

Not only can Sam see my negotiating notes with this customer, he has access to every other card and list on the board.

This cannot be true! Is it?

Chadwin · Answer

Hi Gary,

To echo Rishabh's answer, permissions are managed at the board level. If Sam is a board member or observer, he can see all cards and lists on that board.

Since you need granular control over what different people can see or edit on the same board, the Amazing Fields power-up can help you achieve your objective.

With Amazing Fields, you can set field-specific permissions and control who can edit and/or view them. However, you can only set permissions for admins, members, or observers.

For your specific use case, you can keep negotiation details in protected fields visible to only admins, and invite your driver and Sam as board members or observers to view and/or edit fields.

You can learn more about Amazing Fields here: https://trello.com/power-ups/60e068efb294647187bbe4f5

Hope this helps!

Rishabh S · Answer

Hi Gary! 👋
It’s great to have you here, and welcome to the community! 😊 I hope you’re having a wonderful day so far.

I understand you're looking for a way to assign checklists to specific team members without necessarily giving them access to the entire board. To help clarify how this works, I’ve broken down the current permission structure in Trello:

Board-Level Permissions: Currently, Trello permissions operate at the Board and Workspace levels. This means that to assign a checklist or share a card with someone like Sam, they must first be added to the board as either a Member or an Observer.

Access Scope: Once added to a board, that person will have visibility into all the cards on that specific board.

Is there a workaround?We definitely hear you on the need for more granular control! Our development team is currently tracking a suggestion to allow card sharing with non-board members. You can view the request and follow it for updates here:

https://jira.atlassian.com/browse/TRELLO-1599 — Please feel free to vote on this ticket to show your interest! 🗳️

While we can't guarantee a specific timeline for implementation, our team prioritises features based on user demand and our current roadmap. You can learn more about how we handle these requests in our Implementation of New Features Policy | Atlassian Support | Atlassian Documentation.

Alternative Solutions:In the meantime, you might find a solution through a third-party Power-Up. There are several options designed to enhance card sharing and permissions, which you can explore here: 👉 Trello Power-Ups Search: Card Share

I hope this helps clarify things!

Best regards,
Rishabh