How to use permission sets with paths

Paths, or individual steps of paths, can be assigned to a control panel user. The amount of information visible to any control panel user can be limited using custom permission sets

Assigning an entire path or a step is great when a single person is responsible for a single task or an entire process. This allows you to assign tasks to specific control panel users without giving them access to other sensitive areas of your database.


Assign access to a single path step

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

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

 

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

Configure the permission set to “Assigned.” This will limit your staffer’s ability to see profiles that are not directly assigned to her.

Assigned permission

Please note that if you are on the Leader plan and wish to take advantage of using permission sets with step and path assignments as outlined here you will need to set all non-Admin permission sets to "Assigned." 

 

2. Assign this permission set to control panel users.

Go to your staffer’s profile > Edit and select “Low level staffer” from the Permission set drop down.

Permission set

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 when people join the path, the step is pre-assigned to her.

A path is a step-by-step workflow that describes how people taking actions contribute toward achieving a larger goal.

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 “Research” step, but not on “Contacting”, “Pledged”, or “Donated.”

Donor path

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

Click on the pencil icon next to the path you want to edit. 

Edit donor path

Edit your donor path and go to “Steps.” Click on the pencil next to the step you want to edit.

Edit a step

Assign the step to your staffer using the drop down menu. 

Assign step to

Click Update step

Any profile that is on the “Research” step of the donor path will have Madison as the point person for that step.

Profile on research step



4. View the difference in path view. When a staffer has an “Assigned” permission set, her view of the control panel is limited.

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

Admin view

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

Low level staffer view

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

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 a 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.

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.

 

1. Create an “Assigned” permission set as described above.

Assigned permission

 

2. Edit the control panel user’s profile to assign the permission set. Click Save person

Permission set

 

3. 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 the pencil icon next to the appropriate path.

Edit yard sign

At [Path name] > Settings select the correct staffer from the “Assign path to” drop down menu.

Assign path to

Click Save path

Any profile on the Yard sign path will have Madison as the point person for the path. 

Point person of path

All profiles on the Yard sign path will be visible to Madison. 

Yard sign path view

As Madison abandons or completes paths for the supporters: 

Completing the path

They will be removed from the number of profiles assigned to her: 

Yard sign path view minus one

Take note that if you did not want to automatically assign a control panel user to the path, you can also manually assign the path by batch update

 


How to manage control panel users

How to use paths

How to keep track of relationships

Understand profiles in the People section

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