Managing Record Access using Population Permissions
- 17 Jun 2024
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Managing Record Access using Population Permissions
- Updated 17 Jun 2024
- 2 minute read
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Population permissions allow Slate administrators to limit users’ access to records. With population permissions, users can be granted access to look up or update records that belong to a specific population, instead of being granted access to look up or update all records in a database.
For example:
an undergraduate admission officer can be restricted to accessing and updating application records from undergraduate applicants,
a faculty member in the history department can be restricted to accessing and updating information about history majors,
a regional fundraiser can be restricted to accessing and updating information about donors in their region.
Looking for information on how to set up populations?
For information on populations in general, and on setting up populations, see Populations.
Add Population Permissions
To grant access to records enrolled in a population, assign the population to the user through the “Populations” tab of their user account.
Click Database in the top navigation bar and select User Permissions. The Active Users page appears with a list of currently active user accounts.
Click a user account from the list. The user’s account summary page appears.
Click Edit User. A popup with the account settings appears.
Click the Populations tab.
Click Insert Population. An Edit Population popup appears.
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.
Click Save.
Standard Population Permissions
The following permission types are compatible with Population Permissions:
Application Decide
Application Lookup
Application Review Forms
Application Update
Dataset Lookup
Dataset 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)
Population Permissions not working as expected?
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, Dataset Lookup, or Person Lookup permissions, or any other standard permissions that are not population-aware, these might override the population permissions and grant the user access to all records.
Frequently asked questions
What if a user needs access to more than one population?
Simply repeat the assignment steps. Click Insert Population as many times 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.
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