It's sometimes necessary to exert strict control over access to data, which potentially includes access to profile data. For that reason, we conceived a solution to limit profile access for staff: access scopes. 🔐
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What's an access scope?
In Full Fabric, an access scope is a tool for restricting staff access to profiles, which works identically to building a segment. It's a means of defining who exactly sees whose information, either for security reasons or to provide a simplified view of Full Fabric that's easier to navigate (in the sense of there being less data to wade through). When a staff user has an access scope, they can only access the profiles that fulfil the criteria stipulated in the access scope.
As has already been mentioned, access scopes use the same mechanism and set of rules as segment builders, therefore offering the same level of variety and precision. You can require that a profile be only visible to a given staff user or group of staff users if:
EXAMPLE OF VALUE
Profile ⇢ is in ⇢
MSc in Finance Class of April 2023
Profile ⇢ has evaluation
Profile ⇢ is tagged with ⇢
Seems no longer interested
Profile ⇢ is owned by ⇢
Profile ⇢ attended ⇢
Meeting with TBS President
Just to give a few examples.
Access scopes can be put in place for individuals or entire teams, as will be explained further ahead. By default, staff users do not have permission to create access scopes, and it's typically reserved for users with Admin rights. If you're interested in being given permission, please contact us.
What is the difference between access scopes and team permissions?
Staff role permissions determine what someone is able to do, while access scopes determine which profiles someone is able to see. So while they can function in a complementary manner, they're unrelated.
To illustrate this, suppose that we create an access scope for an evaluator – let's call him Ernest Pettigrew –, defining that Ernest is only allowed to see profiles currently in the lifecycle state applicant::under_evaluation, as those are all he needs to perform his duties. Upon the access scope being created, Ernest finds that nothing's changed in terms of interface: the usual tabs, tools and widgets are all still there. However, when he searches for a profile not included in his access scope, he'll get the message No results, although the profile does exist:
Likewise, when he enters a class, it's like no other candidates exist except for those in state applicant::under_evaluation:
The same principle applies to forms, events, segments and so on. In short, Pettigrew can only see the profiles and respective data encompassed by his access scope.
When it comes to campaigns, there's a subtle distinction that's important to bear in mind: a staff user may not be able to see the full list of profiles in the audience segment in case some of them are excluded from his or her access scope – nevertheless, the campaign will still be dispatched to everyone that matches the rules of the audience segment. 📨
How can I set up an individual access scope?
To create an individual access scope, please refer to the following instructions:
1) Open a staff profile
2) Navigate to the tab Advanced
3) Lastly, switch to the tab Access scope
For guidance on how to build an access scope segment, please read this article.
How can I set up a team-wide access scope?
If an access scope is supposed to be shared between every staff member of a team, instead of creating multiple individual access scopes, which is laborious, you can simply create one access scope for the whole team. To do so:
1) Tap the gear on the upper right-hand corner and select User management
2) Navigate to the tab Teams
3) Press the gear next to a team of your choosing
4) Lastly, switch to the tab Access scope
As noted above, if you wish to obtain guidance on how to build an access scope segment, you should read this article.
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PUBLISHED: September 5, 2022
LAST UPDATED: September 5, 2022 at 10:50 a.m.