What is the Vault?
By default, Organisation Admins can see all the contacts within a project, even if the Organisation Admins are not part of that project.
You can disable this default setting by using the Vault.
The Vault means that Organisation Admins will now have Redacted Access to all contacts unless the Organisation Admin has been specifically given a Project-level role on a project that the contact is part of.
What users can see when the Vault has been turned on for your organisation
Table of what a user will see when the Vault is turned on
Scenario | Is the user a project manager, project reporter or project observer of a project that the contact is in? | Is the user an Organisation Admin? | Has the user been given Vault Access? | What the user can see before the Vault is turned on | What the user can see once the Vault has been turned on |
|---|---|---|---|---|---|
Scenario 1 | Yes | No | No | Full access to the contact’s profile page | Full access to contact’s profile page |
Scenario 2 | No | Yes | Yes | Full access to the contact’s profile page | A Redacted View of the contact’s profile page - the name of the contact is anonymised |
Scenario 3 | No | Yes | No | Full access to the contact’s profile page | They cannot access the contact’s profile page |
Scenario 4 | No | No | No | They cannot access the contact’s profile page | They cannot access the contact’s profile page |
Scenario 5 | No | No | Yes | Not Applicable | A Redacted View of the contact’s profile page - the name of the contact is anonymised |
What is the Redacted View?
The Redacted View means that a user can see a contact’s profile page but the name of the contact is anonymised and replaced with a randomly generated alphanumeric code.
Steps to turn on the Vault
You must be an Organisation Admin to turn on the Vault
This is done in two stages
First from the Organisation Preferences page
Then from the Vault Settings page
Stage 1 - from the Organisation Preferences page
Click More in the top menu
Select Control Panel
You arrive at the Control Panel
Scroll down to the Organisation Preferences
Click that button
You arrive on the Organisation Preferences page
Scroll down to the Enable Vault checkbox
Tick the checkbox
Scroll down to the bottom of the page and press Save
Now you can move to Stage 2
Stage 2 - from the Vault Settings page
Start at the Control Panel
You need to get to the Control Panel. If you are not already on that page:
Click More in the top menu
Select Control Panel
You arrive at the Control Panel
Scroll down to the Vault Settings button
Click the button
You arrive on the Vault Settings page.
Tick the checkbox Add all contacts to the vault
Tick the checkbox Anonymise all the contacts in the vault and make those contacts accessible to specific users
In the Add users who should be given access to anonymised contacts in the vault text box, enter the names of users to whom you want to give Redacted Access across every contact who is outside their projects.
Press Save
Access Vault Settings from the Home Page
The Vault settings can also be accessed from the Home page.
Click on the clog ⚙️ icon of your organisation.
Select Vault Settings (if this option isn’t available you first need to enable vault from organisation preference page).
You arrive on the Vault Settings page.
Tick the checkbox Add all contacts to the vault
Tick the checkbox Anonymise all the contacts in the vault and make those contacts accessible to specific users
In the Add users who should be given access to anonymised contacts in the vault text box, enter the names of users to whom you want to give Redacted Access across every contact who is outside their projects.
Press Save.