A user's access to data can be managed at a granular level by altering their Permissions and/or Sharing Defaults.
User Permissions are used to permit or restrict a user's access to various types of data (such as to View, Manage or Export it).
(Note: Only the account owner (root user), or another user who has been granted the 'Manage Users' permission can alter the Permissions of other users.)
Sharing Defaults define to what extent data created by a user is shared with other users.
The types of data that can be shared or not shared in this way are:
Contacts
Appraisals
Addresses
Tasks
Calendar Events
Campaigns
Notes
Emails
Enquiries
Sent SMS
Inspections
Offers
To manage your users' access to data, Permissions and Sharing Defaults can be configured to suit an Open or Closed database.
Open Database
Unless Sharing Defaults have been restricted per user, other users can also view, edit or delete that data (providing they have Permissions set to do so). This is the default setting in Eagle and allows for an agency to work openly across several offices, with no additional configuration required.
An example of an open database is shown below for user Bobby Brown.
Each data type has been set to 'Everyone in Bobbie Brown's account'. This means all other users can view the data that Bobby creates (unless their Permissions are restricted).
Closed Database
This is where Sharing Defaults are restricted so that only the user adding the relevant data can view it.
Note: There are two exceptions to this rule:
The account owner (root user) can view and manage all data regardless of user restrictions in place.
Other users can be granted overriding Permissions to view your data such as Full access to all contacts below (eg. for a sales manager or office manager)
How to configure a 'closed' database
Step 1 - Set user defaults for each user
(Note: each user must complete the below steps)
Login to Eagle, click Account in the top right corner, select My Profile
For a closed database, change the data types you don't want shared from 'Everyone can see it' to 'Only I can see it'
Step 2 - Configure the Permissions for each user
(Note: this step must be done by either the account owner or a user who has the permission to configure other users)
Access a user's permissions by referring to Managing User Permissions.
Ensure any Permissions that grant full access to data are deselected (eg. Full access to all contacts, even contacts that belong to other users)
Step 3 - Restrict access to existing data (optional)
If you have historical data that's currently visible to everyone, but you want to restrict this data to be visible only by the user that owns the data (data belonging to that user).
Follow these steps:
Export the data you would like to update in CSV format
Open the CSV file and ensure there is a column with the heading 'permission_type'.
If the column doesn't exist, add a new column with the heading 'permission_type'
Update each row of data you would like to restrict with 'exclusive'
(any rows in the 'permission_type' column that are left blank or have 'everyone' will be visible by all users)
Import the data back into Eagle, your data will now only be visible by the user it belongs to (plus the account owner and any other user with full access permissions)
You may wish to refer also to Contact Visibility Explained.
If you need additional assistance with configuring data access within your office, please contact our support team 03 9016 0444 or [email protected].