Groups - Advanced Configuration

Administrators appreciate the siloed Group functionality of Claravine - users in a Group can only see the templates and submission data of people within their assigned Group. Be sure to name the Group and add a description to keep details clear. There are no limits to the number of Groups and it is important to keep them clear and separated for data accuracy.

The advanced scenario below notes two agency groups that use templates and need the submission data to be accessed by an analyst. How do we configure the Groups so the analyst does not see more data than needed, and we do not share data between Groups.

  Anna is a user in the “AAA Media” group, with access to the “Online Media”, “Paid Social”, “GCM Integration” templates.

 Bob is a user in the “ZZ Agency” group, with access to the “GCM Integration” template.

 Caroline is an analyst who needs access to the downstream submissions from the “GCM Integration” template only.

The issue:

Caroline needs to use the Claravine API to get all the submission data from AAA Media and ZZ Agency users only for the “GCM Integration” template.

Wrong Group Configurations:

Wrong Templates: If we add Caroline to the AAA Media group and to the ZZ Agency, then she will see all the templates -   Online Media, Paid Social, GCM Integration - when she only wants to see the GCM Integration template data.

Wrong Users: If we make a new Group called “Data For Caroline” including Anna, Bob, and Caroline but only the GCM Integration template, Anna ("AAA Media") is now in the same group as Bob ("ZZ Agency), and the users in different agencies can see each other’s submission data.

Correct Group Configuration:

Create 2 new Groups (4 total):

Existing Groups: AAA Media, ZZ Agency

New Groups: AAA Media+Caroline,  ZZ Agency+Caroline

AAA Media+Caroline includes Anna and Caroline, with access limited to only the GCM Integration template. Caroline only has access to the GCM Integration data submitted by Anna, Anna can’t see Bob’s submission data.

ZZ Agency+Caroline includes Bob and Caroline, with access limited to only the GCM Integration template. Caroline only has access to the GCM Integration data submitted by Bob, Bob can’t see Anna’s submission data.