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How to use permission sets with paths
How to use permission sets with paths

Permission sets allow you to assign tasks to specific control panel users without giving them access to other sensitive areas of data.

Updated over a week ago

📌 Note: Multiple permission sets are available as add-ons. For more information on adding new features please see the add-ons page in your nation.

Where to Start

Permission sets can be created in the Settings section under Default > Permission sets.

Assign access to a single path step

Sometimes you will want a control panel user to be responsible for a single step on a path

For example, let’s say you have a staffer who you want to research possible donors, but you don’t want them to see the donors on later steps of the donor path. You can achieve this by assigning a single path step to the staffer.

  1. Create an “Assigned” permission set. Go to Settings > Defaults > Permission sets > New permission set to create a custom permission set for your volunteers or low level staff. Toggle buttons to red to limit all permissions to the control panel.

Using the People dropdown at the top of the page, set the permission set to Assigned. This will limit your staffer’s ability to see profiles that are not directly assigned to them. 

2. Assign this permission set to control panel users. Go to your staffer’s profile > Edit and select Low level staff from the Permission set dropdown. Click Save person

3. Assign the control panel user to a path step. You can assign the staffer to a step manually, or you can make it an automatic setting so that when people join the path, the step is pre-assigned to her.

For example, this donor path will help the organization track prospective donors as they come in until they complete a donation. A low level staffer should be able to access profiles on the “Potential donor” step, but not on “Ask to pledge”, “Pledged”, etc.

To make your staffer the automatic point person for a path step:

a. Click Edit next to the path you want to edit. 

b. Edit your path settings as necessary and go to Steps. Hover over and click Edit next to the step you want to edit.

c. Assign the step to your staffer using the dropdown menu. 

d. Click Update step

Any profile that is then added to the “Potential donor” step of the donor path will have Madison as the point person for that step.

4. Notice the difference in path view between an Admin and a low level staffer. When a staffer has an “Assigned” permission set, their view of the control panel is limited.

This is the Admin view of the donor path in the control panel:

This is the low level staffer’s view of the donor path in the control panel:

As you can see, the staffer can only see 11 out of the 63 people on the donor path.

📌 Note: If a person is assigned to different staffers via different paths, they will appear in the path view of all staffers they've been assigned to. For example, if Sally is the point person for Jane Doe via the "Become a customer" path, Sally will see Jane when viewing the "Become a donor" path as well.

Once the staffer researches each person on the “Research” step, another control panel user can move them to the “Contacting” step or abandon the path. This will remove those profiles from the staffer’s view.

Assigning single steps to control panel users is a great way to give access to certain data for limited periods of time.

Remember, if you do not want to automate a specific control panel user to be point person for the step, you may assign the step through batch updating or through manual assignment on individual profiles.

Assign access to an entire path

Assigning a path, rather than just a step, is great when a single person is responsible for an entire process from start to finish.

Note, assignments are based on when a control panel user is assigned to that path. This means that they will be assigned to everyone on the given path going forward (not retroactively) and will continue to have access to everyone they have been assigned to until the assigned persons have completed the path or step in question - regardless of whether or not the control panel user is still the point person for the path itself.

For example, let’s say a field director is identifying supporters who want a campaign yard sign and putting them on a “yard sign” path. Once the profiles are on that path, a low level staffer will be taking over the relationship, but the field director does not want the staffer to have access to the rest of the database.

Start by following steps 1 and 2 above.

  1. Assign the control panel user to your path. In this example, the field director will assign Madison to the yard sign path.

Go to People > Path picker > and click Edit next to the appropriate path.

2. At [Path name] > Settings, select the correct staffer from the “Assign path to” dropdown menu.

3. Click Save path.

Any profile that is then added to the Become a donor path will have Madison as the point person for the path. 

All profiles that are subsequently added to the Become a donor path will be visible to Madison. 

As Madison abandons or completes paths for the supporters they will be removed from the number of profiles assigned to her.

Note that if you do not want to assign a control panel user to the path automatically, you can manually assign the path by batch update

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