Paths, or individual steps of paths, can be assigned to a control panel user. Assigning an entire path or a step is great when a single person is responsible for a single task or an entire process. Permission sets allow you to assign tasks to specific control panel users without giving them access to other sensitive areas of your database. The amount of information visible to any control panel user can be limited using custom permission sets.
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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. A path is a step-by-step workflow that describes how people taking action contribute toward achieving a larger goal.
For example, let’s say you have a staffer who you want to research prospective donors, but you don’t want them 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 > + New permission set to create a custom permission set for your volunteers or low level staffers. Toggle buttons to red in order to limit all permissions to the control panel.
Using the People dropdown, set permission set to Assigned. This will limit your staffer’s ability to see profiles that are not directly assigned to them.
NOTE: 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 dropdown. 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.
For example, 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.”
To make your staffer the automatic point person for a path step:
a. Click on the pencil icon next to the path you want to edit.
b. Edit your donor path and go to Steps. Click on the pencil next to the step you want to edit.
c. Assign the step to your staffer using the dropdown menu.
d. 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.
4. View the difference in path view. When a staffer has an “Assigned” permission set, their view of the control panel is limited.
This is the Admin view of donor path in the control panel:
This is the Low level staffer’s view of the donor path in the control panel:
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.
Note, assignments are based on when a control panel user is assigned to that path. This means that they will be assigned to everyone on the given path going forward (not retroactively) and will continue to have access to everyone they have been assigned to until the assigned persons have completed the path or step in question - regardless of whether or not the control panel user is still the point person for the path itself.
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.
2. Edit the control panel user’s profile to assign the permission set. Click Save person.
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.
At [Path name] > Settings, select the correct staffer from the “Assign path to” dropdown menu.
Click Save path .
Any profile on the Yard sign path will have Madison as the point person for the path.
All profiles on the Yard sign path will be visible to Madison.
As Madison abandons or completes paths for the supporters:
They will be removed from the number of profiles assigned to her:
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.