Managing Record Access Within Reader & Queries Using Population Permissions

Assign Population-based Reader and Query/Reports Permissions to Slate users to manage which applications in the Reader or records in queries and reports a user is able to access in the Query tool. For example, population permissions can be used to only display degree review documents in the Reader only to Academic Counselor staff.

Additionally, users can query records residing in a population granted through population permissions. Queries built on the configurable join Application by Population or Person by Population base are automatically filtered on the specific populations granted to the user. No population filter will be required.

Important!

This function pertains specifically to the configurable join query bases. Standard query bases are not population-aware in Slate, and query results on standard query bases will not be limited by population.

Assign Population Permissions for Reader

To grant a user access to records enrolled in a population in the Reader, assign the user the population via population permissions.

Upon navigating to the Reader, the user will only see application records enrolled in the granted population in the Reader bins.

  1. Click Database in the top navigation bar and select User Permissions.
  2. Click on an existing Slate user.
  3. Click Edit User.
  4. Go to the Populations tab.
  5. Click Insert Population.
  6. Select the appropriate Application population from the Population drop-down menu.
  7. Click the Reader checkbox under Permissions.

Assign Population Permissions for Query / Reports

To grant a user the ability to create a query that is automatically filtered on a specific population, assign the user the population and the corresponding query permission via population permissions.

  1. Click Database in the top navigation bar and select User Permissions.
  2. Select a user.
  3. Click Edit User.
  4. Go to the Populations tab.
  5. Click Insert Population.
  6. Select the Query - Application and/or Query - Person permissions.

edit_population_query.png

When creating a query, the user can select the configurable join Application by Population base (if granted Query – Application) or the configurable join Person by Population base (if granted Query – Person). The user will only be able to query records that are enrolled in the granted population.

cj_query.JPG

Important!

The Query-Application and Query-Person permissions are exclusive to population permissions and must be granted directly on the Populations tab. Since these are not standard permissions in Slate, they are not inherited through a role.

  Check the permissions tab!

Ensure that the user is not granted access to Person or Application under the Query (Configurable Joins-Base Access) or Query (Configurable Joins-Join Access) permissions on the Permissions tab. These permissions will overrule the population permissions and enable the user to query on all person or application records.

  What if a user needs access to more than one population?

Simply repeat the assignment steps. Click Insert Population as many times as necessary and give a user Reader access for every population configured.

  Can I assign a role with a population permission?

Yes. When granting a user a population permission via a role, grant the role on the populations tab - DO NOT grant the role on the roles tab. The user will inherit all permissions granted by the role, but will inherit the population-capable permissions ONLY for the selected population.

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