How do I restrict access to a Person's information?


Sometimes, it becomes necessary to restrict access to which users can even see a person's information on your system. If this becomes the case, follow the steps below.

  1. Click the link Administration to go to the Administration menu. 
  2. Find and click on the Edit User Access  link.
  3. Click the link Manage Pages - Special Cases and on the resulting page find and click the link to Add Page
  4. Enter the following information:
    • Page Type: Select the type "Person" from the drop down.
    • ID: Enter the Person ID number for the file you wish to restrict.
    • Description: enter a description of the file (e.g. the person's name and/or reason it was restricted) so it will make sense moving forward. 
  5. Click the Save button.
  6. The Person's file is now restricted. ANY user who tries to look it up will get a "Back. You don't have access to this page" message. 
  7. To assign access so selected users can either view or edit this page; find the entry in the table on the Manage Pages - Special Cases menu.
  8. Click Edit 
  9. Click a box next to a user group to activate the drop down beside it OR enter a person's Last Name into the relevant field and click Find, then select their details from the pop up.
  10. In the access level drop down, there are three choices: None (this will default), Read Only, and All.
    • None: This means the user does not have access to view the page. 
    • Read Only: This means the user can see the page, and use the Person Categories at the bottom and the items in the Person Menu (unless locked separately), but cannot make any changes to the Person's information. 
    • All: This gives the user full access to work with the Person's page normally. 
  11. Once all relevant access has been assigned, click Save to finish. 

NOTE: If a user runs an encompassing person search, or if your site is set to return a row before it opens the Person Details page, any information usually seen on these rows will still be visible so make certain any sensitive information (e.g. address, phone number) is hidden from display on the main page. This information will remain in history, however, and cannot be removed. 

Have more questions? Submit a request


Powered by Zendesk