With Access controls, confidential information can be made private and inaccessible to users and teams as required. You can restrict access to records, and or clients.
We have 3 types of access controls:
Full access: Accessible to everyone within your organisation
Limited access: Accessible only to members of a team and appear as a ‘Restricted Record’ to those outside of that team
No access: Sensitive Teams hide entirely the existence of a record from anyone who isn’t in that sensitive team. This is generally used for high-profile clients, and or to hide data that is of a sensitive nature.
Setting up Access controls
Access controls will be set up accordingly to suit the internal workflow of your organisation, it is essential to consider how you would like these set up carefully.
Setting up Sensitive Teams
To set up a Sensitive Team simply:
Navigate to Administration
Select ‘Teams’ from the left side menu
In the top right corner, click “Create Team”
Enter your sensitive team’s name
This section is where team visibility comes in, you have 3 options, for sensitive teams, this must be set to Team Members Only
6. Next, select your team formset, add the correct workers, then save and finish
Setting up Limited Access
Having limited access means others outside of a team can see a record exists against a client, however, they cannot access its content and it will appear as a ‘Restricted Record’. Setting up limited access takes a few more steps than sensitive teams.
To set up teams with this access:
Navigate to Administration
Select ‘Teams’ from the left side menu
In the top right corner, click “Create Team”
Enter your team’s name
For this next section, ensure to keep the visibility set to ‘Everyone’
Finish setting the team up with its correct formset and users and save
Next, you will need to navigate to Users and click on every user in that team
Once you have selected a user, go into their ‘Teams’ from the right menu, select the relevant team, tick the “Records” box, and hit ‘Update’. This step will have to be repeated for each individual user in that team
Deleting a team or changing access controls can have implications on historic records, often these new changes will only apply to future records created. Eg: changing a Sensitive Team to limited access restrictions will lift all restrictions on those past records, and they will remain open and accessible to the entire org.
Please contact us before making any kinds of changes to access controls to ensure this is done correctly with few complications.
Viewing Override Log
Having record restrictions stops others outside of a team from seeing its content, however, there may be some circumstances where other users from a separate team may need to access information inside it.
This is where our ‘Override Access’ feature comes into play. This is a privilege that can be switched on by Administrators for other users if it is relevant to their role. You can read all about Roles and Privileges in our separate support article.
A restricted record can be unlocked for 15 minutes when this feature is used. The user must also enter the reason for unlocking the record. Once the 15 minutes is up the record will automatically lock itself again.
The Access Override log will show you which user unlocked a record, who the client was, the date, and their reason for unlocking it.
You can learn more about how to override access in this article here.