As you adopt and use Element451, more and more of your colleagues may need access to Element451 to perform different functions. These can include athletic coaches to interact and view their recruits, international agents to keep track of their applicants, or faculty members that only review particular graduate programs. This is where you might wish to restrict their access to only view the records relevant to their work.
This is where Visibility Groups come in very handy. Visibility Groups are designed to help you manage who can see which records.
Visibility groups can have up to two levels of subgroups, which further narrow the visibility group. However, the filters for those subgroups will always have the overarching/primary filters included in the overarching/primary conditions of the visibility group. For example, an overarching/primary group has filters to include all students from the state of New York, and the first subgroup has filters to include all people older than 25. That means that the subgroup will include filters from the overarching group and the additional filters for the subgroup. In this case, the subgroup would include students from the state of New York and are older than 25.
Visibility groups are located under Settings > Manage Users > Visibility Groups.
This is where you can review and edit existing groups or add new ones. To add a new one, please select the "+ New Visibility Group." Here you will be asked to fill out a form and define the visibility group.
The first step is to describe the visibility group. We encourage you to think of a naming convention for the descriptions, so you have an easy way of identifying the purpose of the visibility group.
The next step is to define the overarching/primary conditions of the visibility group or parent filters or you can load an already existing segment by clicking on the segment dropdown. Then, similar to building a segment, you would add the appropriate filters to narrow down your database.
The next two steps are optional but allow you to build two levels of subgroups within the visibility group. As described above, the parent filters will already be applied to the subgroup. You would add additional filters to narrow down your database further until you achieve the desired visibility group.
Once your visibility groups are set up, you can learn about Assigning Visibility Groups to Users. For assistance with setting up visibility groups, please contact the Customer Success Team.