Managing Record Access using Population Permissions
  • 29 Feb 2024
  • 2 minute read
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Managing Record Access using Population Permissions

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Article Summary

Access to records in Slate can be managed through population permissions on the user account. Users can be granted access to look up or update person or application records that belong to a specific population in lieu of being granted access to look up or update all person or application records in a database.

Population permissions are effective for managing user access to records based on student type (such as undergraduate, graduate, or non-degree), program or school (such as Business, Education, or Nursing), or any other data points that can be used to define a population.

For example, an undergraduate admission officer may be granted permission to look up and access all person records, but should only be able to access and update application records from undergraduate applicants. Or a faculty reader in the History department should only be able to look up and access application records to graduate programs in History and view those applications in the Reader. By assigning population permissions with the appropriate permissions, these levels of access to records based on population can be managed for the necessary users in a single database.

Check the permissions tab!

If population permissions have been assigned to a user, but the user can still access or update records outside of the population, check the standard permissions granted to the user on the permissions tab. If the user is granted the standard Application Lookup or Person Lookup permissions, or standard Reader or Release Decisions permissions, these might override the population permissions and grant the user access to all records.

Add Population Permissions

To grant access to records enrolled in a population, assign the population to the user through population permissions.

  1. Click Database on the Slate navigation bar. The Database page appears.

  2. In the Users & Access section, click User Permissions. The Active Users page appears with a list of currently active user accounts.

  3. Click a user account from the list. The user’s account summary page appears.

  4. Click Edit User. A popup with the account settings appears.

  5. Click the Populations tab.

  6. Click Insert Population. An Edit Population popup appears.

  7. Enter the following configurations:

    • Population: Select a Population of records to which access will be granted.

    • Roles: Select a role to apply the user permissions granted by the role to the population; OR

    • Permissions: Select the specific permissions that will apply to the population.

  8. Click Save.

What if a user needs access to more than one population?

Just repeat the assignment steps. Open the account settings, and on the Populations tab, Insert Population as necessary and grant the user the desired permissions for each population.

How do I assign a role with a population permission?

When granting a user a population permission using a role, grant the role on the Populations tab, NOT on the Roles tab. Make sure this role has only the selected Standard Population Permissions. If a permission is added to the role that is not on the Standard Population Permissions list, the user will inherit global permissions granted by that role.

Important!

Population permissions apply ONLY to the permissions available in the “Edit Population” popup. Population permissions do not restrict the records a user views using the search box or in query results, but they do manage the records a user is able to click through to access.

Standard Population Permissions

Permission

Application Decide

Application Lookup

Application Review Forms

Application Update

Person Impersonate

Person Lookup

Person Lookup (Unmask Test Optional Scores)

Person Update

Person Update (Verified Scores)

Query - Application

Query - Person

Reader

Release Decisions

Research (Edit Data)

Research (Edit Verified Data)

Research (View Data)


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