What is it?
Generally, the visibility and view permissions of content elements are handled via the Entity-Specific Permissions. However, ITONICS provides two more granular features by which the visibility of specific content elements can be restricted on the level of the specific content element (the Visibility Tab), and the visibility of attributes can be restricted on the level of an entity (Confidential Tab).
Please note: Both features need to be activated by ITONICS and are entity-specific, i.e. they must be activated for each individual entity. Please contact your Customer Success Manager for further assistance.
By the Visibility tab, the visibility of one particular content element, e.g., a specific trend or idea campaign, can differ from other content elements, although they are of the same entity type.
How does it work?
The Visibility Tab
Sometimes it is necessary to restrict the visibility of elements for a particular user or user group.
The Visibility tab is displayed next to the General Information tab when you create or edit an element.
You can choose from two different options to grant visibility access.
- Choose to Invite all users if you want to give all users access to the element with the respective system permissions. This is checked by default.
- Note: If a user has no permission to see the entity type, they will not see this element. If you check the box Send notification to the invited users, a warning message will appear to prevent you from mistakenly sending out notifications to a large number of users when creating a campaign element.
- Select Other if you want to restrict the visibility of this element. Now only the Application Owner and those added via the search field Search Users/Groups/Roles/Contexts can see the item. You can add single users and user groups, roles, and contexts (often: Business Units).
When using this feature in combination with the Parent-Child feature, you will be able to inherit the visibility restriction from this parent element to all children that are added from this parent element.
To use this feature the Visibility tab has to be activated on the child entity as well by your Customer Success Manager.
Please note: Any information on the Visibility tab cannot be exported or added via Import Feature. However, if you want to import elements that are initially only visible to the application owners, you need to import them as a Draft. The upload of ratings for elements with the Draft status is not possible directly but must be performed separately via the Rating Import function later.
The Confidential tab
In contrast to the Visibility tab, the Confidential tab can be used to place specific attributes of an entity in a specific tab and restrict the visibility to this tab. This way, confidential information such as KPIs or financial data will be only seen by the allowed user roles.
To create a Confidential tab, you will first need to add a new tab within the Create/Edit and View Configuration. To add a new Confidential Tab, go to the Settings Wheel > Entity Configuration > Entity Configuration. Then click on the Edit (Pencil icon) next to the Entity you want to edit. Select the View Configuration and/or Form Configuration and click the Add Tab button.
Place the respective attributes within the drag zone of the new tab. If you now want to restrict access to a tab, find the "Access To" search field and the user/user roles/groups to whom you want to give access to this tab. If no user is selected, all users who have the respective Create/Edit/View permission can view this tab.
Please note: The Confidential tab information can be exported or used for import only by the users authorized for this tab.
Note that you can also set confidentiality for the static Relation tab for either the create or edit form if you intend to, i.e., display the relation tab on the initial create action for first time users to reduce complexity. Be aware that if the Relation tab is restricted for the create form for specific users, roles, groups, or contexts, then the respective users will not be able to “Create elements with relations” from the Explorer. Vice versa, if restricted for the edit form, the “Find relations” option will be disabled in the detail page for the respective users.