Different scopes of your team members' responsibilities may require different levels of access to databases. You can control which users are able to create, view, and update program databases.
To set up user permissions:
- Navigate to Settings > User accounts in the ribbon.
- Click a user and expand Folder limits.
- In Data access, select Limit shared database access to this folder and its subfolders and Limit shared query access to this folder and its subfolders.
- Specify the database and query folders to which the user should have access.
When a user is restricted to a database or query folder, the user only sees programs with a contact source to which they have access.
Example use case #1
You are an international corporation that is based in the United States, with offices all over the world. The United States has a law that explicitly states: US government employee data cannot be viewed by people outside the United States. If you have US government employees in your database, employees of your corporation that work outside the US cannot have access to view or modify US government employee data.
As a national security issue, it was addressed with limiting permissions to databases through locked queries. A user will see only programs that are tied to the data source they have access to. In this case, contacts are limited to work from queries.
In this scenario, the Org admin would create a folder for country and then build a locked criteria query for each country, placing the locked criteria query in the appropriate folder. Then, the org admin would go into each user and restrict each user to the appropriate country folder.
Example use case #2
Many universities and colleges may share a master database, but do not wish to share all contacts with all of the various schools within the university. Each school needs to be restricted to only their prospective, current and alumni students information.
The Org admin can create folders for each school, set folder limits for users and place queries for those schools in their respective folders.
Users only see the programs associated to contact sources that they have access to.
Locked queries can be used as a program contact source.
Typically a master database is located in the //root folder. If a database administrator needs to wholly restrict access to the master database, create a folder called “master” and place the master database in that folder.
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