You can control which employee and student data is shared with an application to ensure only relevant data is shared via the two methods below:
- Manual selection: User-by-user option that gives fine-grained control per user.
- Dynamic approach: Includes all users in a defined group based on rules in your data.
Utilising both manual and dynamic access controls starts with the same steps:
Steps to utilise access control
Step 1 | From the Applications tab navigate to the application you want to update access control for.
Step 2 | Navigate to the Access Control tab within the application you have selected, from here you can review the number of users whose data is being sent to the application.
Step 3 | Define access control mode
Select Update settings from the page, from here schools can manage their access control list with the following configuration:
- Allow access to all users
- Include users by default
- Exclude access to certain users and enable access to all others
- Exclude users by default
- Allow access to certain users and exclude access to all others.
- Dynamic
Allow access to all users
When selecting Allow access to all users, select Update access settings and then navigate back to the Access Control page. Here you will see the overview page showing that all users' access is being shared.
Include users by default
- When selecting Include users by default, select Update access settings and then navigate back to the Access Control page.
- From here, you will see all users listed in the account and the status of whether they are included or excluded from sharing their data.
Exclude access to certain users and enable access to all others
- To exclude users when the account is set to include users by default, you can select one or many users and mark them as excluded.
- This will then show which users are included and which are excluded from having their data shared with an application.
Exclude users by default (Manual update of access)
- When selecting Exclude users by default, select Update access settings and then navigate back to the Access Control page.
- From here, you will see all users listed in the account and the status of whether they are included or excluded from sharing their data. By default, no user's data will be shared.
Allow access to certain users and exclude access to all others
- To include users when the account is set to exclude users by default, you can select one or many users and mark them as included.
Dynamic access control
When your Management Information System (MIS)/ Student Information System (SIS) data is synced, access will be updated to match your rules. If a person is included in at least one of the groups, their data will be shared with the application. You can still manually include or exclude people, which will override their inclusion in the selected groups.
- Define if you want students included in specific year groups.
- Define if you want students from specific Registrations.
- Define if you want students included from specific classes.
- You can choose to include students from one or all of the options.
- Once you have reviewed your choices then select to update access settings and confirm you are happy to apply the changes.
- Once this is complete, you can review the impact of your updates and the process is complete
Additional information
Mode switching
When you switch between access control modes, this will reset all configurations previously set, for example:
Dynamic > Exclude users by default
Dynamic > Include users by default
Dynamic > Allow access to all users
These changes will remove all of the dynamic and manual rules and update to the new setting.
Reverting changes once saved
When in dynamic mode, if a user’s access is manually overwritten, it is not possible to then revert them to follow the dynamic rules unless you switch modes. When switching, you will lose all settings previously created.
More than one group will result in AND rules
Year 10’s data is being shared, AND Registration group 10B data is being shared, AND Registration group 10c data is being shared, AND Class 10/Co1 data is being shared, AND Class 10A/Dr1 data is being shared
Group availability
If an MIS/SIS is not sharing data related to a group, then this filter will not show in the dynamic access rule options. This could be because:
- The MIS/SIS does not share this data via their API
- Because the permission to share the data has not been set in the school portal