Managing Record Access using Population Permissions

Access to records in Slate can be managed through population permissions on the user account. Users can be granted access to lookup or update person or application records that belong to a specific population(s) in lieu of being granted access to lookup or update all person or application records in a database.

Population permissions are effective for managing user access to records based on student type (e.g., undergraduate, graduate, non-degree), program or school (e.g., Business, Education, Nursing), or any other data points that can be used to define a population.

For example, an undergraduate admission officer may be granted permission to look up and access all person records, but should only be able to access and update application records from undergraduate applicants. Or a faculty reader in the History department should only be able to look up and access application records to graduate programs in History and view those applications in the Reader. By assigning population permissions with the appropriate permissions, these levels of access to records based on population can be managed for the necessary users within a single database.

  Check the permissions tab!

If population permissions have been assigned to a user, but the user can still access or update records outside of the population, check the standard permissions granted to the user on the permissions tab. If the user is granted the standard Application Lookup or Person Lookup permissions, or standard Reader or Release Decisions permissions, these may override the population permissions and grant the user access to all records.

Add Population Permissions

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

  1. Click Database in the top navigation bar and select User Permissions.
  2. Select a user.
  3. Click Edit User.
  4. Navigate to the Populations tab.
  5. Click Insert Population.
  6. Enter the following configurations in the popup window:
    • Population - Select the Population of records to which access will be granted.
    • Roles - Select a role to apply the user permissions granted by the role to the population; OR
    • Permissions - Select the specific permissions that will apply to the population.

  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 grant the user the desired permissions for each population.

  How do I assign a role with a population permission?

When granting a user a population permission via a role, grant the role on the populations tab NOT on the roles tab. Make sure this role has only the selected Standard Population Permissions. If a permission is added to the role that is not on the Standard Population Permissions list, the user will inherit global permissions granted by that role.


Population permissions apply ONLY to the permissions available in the 'edit population' popup window. Population permissions do not restrict the records a user views using the search box or in query results, but do manage which records a user is able to click-through to access.

Standard Population Permissions
Application Decide
Application Lookup
Application Review Forms
Application Update
Person Impersonate
Person Lookup
Person Lookup (Unmask Test Optional Scores)
Person Update
Person Update (Verified Scores)
Query - Application
Query - Person
Release Decisions
Research (Edit Data)
Research (Edit Verified Data)
Research (View Data)
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