The System Fields feature allows you to configure permission levels for individual fields at the contact level. If a field is restricted for your users, they will be unable to see the data for that field in most parts of the system.
The primary use cases for this feature are to restrict access to PII from your userbase, or to hide irrelevant fields to reduce the clutter in your system.
You can set a Default Configuration that applies to all users, or if you prefer more granular control, you can create specific configurations for particular User Roles.
The following permissions are needed to access this feature
- Master Settings
Tip: To enable this feature, you must be on an aXcelerate Turbo licence.
Default System Field Configuration
Before you get started, it’s important to understand what each of the field statuses mean.
Fields can be set to three potential statuses - On, Restricted, and Off. Fields that are On will function as normal - any users that have permission to view or update those fields against a contact will be able to do so, and they will also be able to see those fields used throughout the system.
Fields that are Restricted will only be interactable by users that have the Restricted Fields user permissions. Read more about the permissions in the section below.
Fields that are Off will be completely disabled.
System Field permissions
There are two new permissions that relate to this feature: View Restricted Fields, and Update Restricted Fields. The behaviour for these permissions is as follows:
- If a field is restricted and you have Restricted View and Update user permission(s), you are able to see and update the field for all contacts.
- If a field is restricted and you have neither Restricted View nor Update, you are unable to see or update the field for any contacts.
- Finally, if a field is off, you will be unable to interact with the field, regardless of your permissions.
Whilst we have endeavoured to honour System Field Configurations in as many places as possible, it was simply not possible in some areas. We will gauge user feedback and may make minor adjustments in the future.
Warning: Users will still be able to update fields with Restricted setting for their own contact profile, even if they do not have either of the Restricted Field permissions.
Role-specific System Field Configurations
If you wish to apply more granular settings, you can build Role-Specific Field Configurations. Role-Specific Field Configurations override the Default Configuration - including if a field in the Default Configuration is Off.
- Navigate to the System Fields area, and select a User Role from the dropdown. Alternatively, click Configure System Fields from the User Role Update page.
- Toggle the Use Default System Field Setup option off.
- Build the Field Configuration for your chosen User Role.
- Click Save Field Setup.
Tip: You can create additional User Roles to make ‘exceptions’ to existing Field Configurations.
Note: Only Administrator, Trainer, and Supervisor roles are supported.
System Field Inclusions
The following features or functions will consider System Field Configurations:
- Contact Management
- Contact Search results
- Merge Duplicates
- Merge Documents
- Follow-up Tasks
- Workshop booking forms
- Workshop print attendance
- Workshop search results
- Class Matrix extra display fields
- Class enrolment form
- Work-Based Learning
- Trainer App
- Supervisor App
System Field Exclusions
The following features or functions will ignore System Field Configurations. Please consider this carefully when assigning User Permissions to them.
- Personal Contact Profile - Users will still be able to update Restricted Fields for the contact profile tied to their own user record, even if they do not have the Restricted Field permissions. If a field is off, Users will not be able to view or update the field.
- Contact Notes - When an email is sent from aXcelerate, a contact note is recorded. If the email contains restricted fields, then viewing the Emailed note will still display the restricted field.
- USI Creation Data
- Legacy Workshop Booking Confirmations (Preview & Email)
- These can be disabled using the system setting Disable Workshop legacy booking confirmation templates system setting found in the Additional Options tab. We recommend using Templates for communication instead.
- Workshop Venue Contacts (partial exclusion)
- If Addresses are Restricted or Off, then the suburb will continue to display
- The preview for Certificates won't adhere to System Field configurations. This will be updated in a future release later in 2023.
- Certificate Generation will ignore System Field configurations.
- Templates (Email only)
- Whilst the preview for Templates will accommodate System Field Configurations, the email that is sent will ignore them.
- Assessments & Learning Plans
- Finance Management and Ezypay subscriptions
- Report Builder (partial exclusion)
- Most fields should consider System Field Configurations. If you identify any outliers, please let aXcelerate know.
- Client Portal
- Agent Portal
- Learner Portal & Learner App
Warning: This list may not be exhaustive.
Recommended System Field configuration for APIs
aXcelerate's API will adhere to System Field configurations. If your API user does not have the Restricted Field permissions, the API will not return any restricted or Off fields.
Independent of System Fields, it is best practice to use a specific API user (e.g., the user’s name should be Training Organisation Admin with a generic email address such as email@example.com), so that you can configure permissions specifically for the integration.
In the case of System Fields, we recommend taking it one step further and creating a User Role unique to that API user. This will allow you to freely restrict and update the System Field configurations for your real userbase, without it affecting your integrations.