J1 Web Privacy Permissions
People
Your school may have individuals whose information you want to protect from being available to everyone across campus. These could be high level donors and board members or executive leadership. The J1 Web Privacy role lets you prohibit access to those individuals in the system by assigning users with restricted access to the role and then creating groups of users you are restricting them from.
Users assigned to the role are unable to view any information about individuals in groups you manage. This includes access to information from the Global Search options and the individuals’ pages.
There are two main steps to setting up restrictions to who users can see:
Determine which users need to be in a role that prohibits access to certain individuals in the system and assign them to the appropriate Privacy Role. You school may need to create different privacy roles for the different groups you want to limit access to.
Tip
You school might create a Board Members Privacy role that prohibits access to board member information and assign student workers and registrars to it and create another Senior Leadership role that prohibits access to the President and Vice President.
Create and manage the privacy groups associated with those roles to ensure they include the individuals you are prohibiting access to.
Permission | Users in this role can. . . |
|---|---|
Cannot view person details or information | Only see information for certain groups or people in J1 Web. |
Cannot use global Person search | Only see information for individuals through features they have permission to access. The global search, people option is unavailable to users with this permission enabled. |
Access the privacy role you are creating a privacy group for (from the System Roles page, select Edit from the Options menu).
Select the Associations tab.
Click Create new group. The Create Privacy Group page appears.
In the Group Name field, enter a name for the group you are restricting access to.
Add the individuals you want to prohibit access to:
In the Selected People field, start typing a user's name and select it from the options that appear.
From the Manage People section, select the checkboxes of the users to be added and from the Options drop-down, select Add people. Use the filter options to quickly find users by keyword, name, and/or ID Number.
Once you've selected all the users that should belong to the group, click Create Group. The group is created and users in the role are immediately prohibited from viewing any information about the individuals in the group.
Access your privacy role (from the System Roles page, select Edit from the Options menu).
Select the Associations tab.
Click Edit group. Options for adding users to the group appear.
Add the appropriate individuals to the group:
In the Selected People field, start typing a user's name and select it from the options that appear.
From the Manage People section, select the checkboxes of the users to be added and from the Options drop-down, select Add people. Use the filter options to quickly find users by keyword, name, and/or ID Number.
Click Save. The group is updated and users in the role are immediately prohibited from viewing any information about the individuals added to the group.
Note
Once an individual is removed from a privacy group, users in the privacy role will be able to access their information.
Access your privacy role (from the System Roles page, select Edit from the Options menu).
Select the Associations tab.
Click Edit group. Options for adding users to the group appear.
From the Selected People field, click the Remove icon next to the individuals you want to remove from the group.
Click Save. The group is updated and users in the role are able to view information about the individuals removed from the group.