Overview
As your list of internal users grows, tailored access to Element451 becomes essential. Whether it’s athletic coaches monitoring recruits, international agents tracking applicants, or faculty reviewing applications for specific programs, ensuring individuals see only the Contact Records/Profiles relevant to their roles is crucial. Visibility Groups is your tool for fine-tuning that access with ease, including controlling access to conversations associated with those Contact Records.
How Visibility Groups Work
Visibility Groups allow you to manage access to contact records (including a contact's conversations) at a granular level. You can create up to two levels of subgroups to define what records are accessible to different team members.
Subgroups inherit the primary group's conditions and add their specific filters for even more precise control.
Accessing Visibility Groups
Navigate to Settings > Manage Users > Visibility Groups
Creating Visibility Groups
Click to expand the details
Click to expand the details
Navigate to Settings > Manage Users > Visibility Groups
Click the + New Visibility Group button
Name your visibility group by replacing 'Untitled Group' at the top of the form
Settings: Provide a brief description of your visibility group that clearly identifies its purpose
Visibility: This is where you will establish the main filters for the group. You can also opt to load an existing segment from the segment dropdown for quicker setup. As you apply filters, the number of people who match the criteria of selected filters will be displayed for your review.
Subgroups (Optional): Further narrow down access by creating up to two subgroups within your primary group by applying additional filters as needed to achieve the desired level of visibility. Remember that subgroups inherit any filters added in Step 5.
Add Users: Individually search and add internal users to the visibility group.
As a final step, you will need to enable the 'Restrict the people visible to this user' setting for each user you added in Step 7. To do this:
Navigate to the user's profile (Settings > Manage Users).
On the user's profile, click on the Visibility Groups tab.
Enable the 'Restrict the people visible to this user' setting by toggling it on.
The visibility group should already be selected for this user if you added them during the creation process (Step 7). You can also add additional visibility groups to the user by checking the relevant boxes.
Managing Existing Visibility Groups
Adding + Removing Users
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Click to expand the details
Managing users in a Visibility Group can be done in two ways: directly from the group or via the user's profile. Your choice depends on your needs. For multiple changes in the same group, the first option is more efficient.
Option 1: Adjust user access within the Visibility Group:
Navigate to Settings > Manage Users > Visibility Groups.
Click on the Visibility Group of your choosing.
From the Users tab, add or remove users.
Option 2: Adjust user access within the user's profile:
Navigate to Settings > Manage Users.
Click on the user's name.
Click on the Visibility Groups tab at the top.
Check/uncheck the boxes of the visibility groups you wish to add/remove.
Editing a Visibility Group (Subgroups, Visibility)
Click to expand the details
Click to expand the details
Navigate to Settings > Manage Users > Visibility Groups.
Click on the Visibility Group of your choosing.
Make your edits
To edit the visibility filters/segments, use the Visibility tab at the top. After making your adjustments, be sure to click the blue Apply button to save your changes.
To edit the subgroups, use the Subgroups tab at the top. You have the option to add additional subgroups, edit an existing subgroup (pencil icon), or delete a subgroup (trashcan icon).
Deleting a Visibility Group
Click to expand the details
Click to expand the details
Navigate to Settings > Manage Users > Visibility Groups.
Click the three vertical dots icon to the right of the Visibility Group you wish to delete.
Click delete. You'll be asked to confirm your action.
Visibility Groups are only available with the Element Engage package.