[ahansen]

Our prospect research office is trying to figure out where to post confidential asset information in RE. The information we would post would need to be viewable by a select group, so we would need to post it in an area that could be controlled by user rights. We were considering having a media type that only a certain user group could have access to, but aren't sure if this is the best option. Any thoughts??

[mwittman]

Quote:

Originally Posted by ahansen

Our prospect research office is trying to figure out where to post confidential asset information in RE. The information we would post would need to be viewable by a select group, so we would need to post it in an area that could be controlled by user rights. We were considering having a media type that only a certain user group could have access to, but aren't sure if this is the best option. Any thoughts??

You (typically the RE administrator/"supervisor") can set permissions that apply to specific Constituent Record(s) by adding a Constituent Code (named anything you want) that will identify them as protected, and then configure security at the user group(s) level. So anything you attach (media tab) to those protected records would also be kept private.

Admin > Security > {Name of Security Group} > Group Privileges: Security by Constituency > Restrict access from selected constituents (Select Constituent Codes...)

[andrea.bbbs]

My version of RE (kind of old - 7.61) says

Notes are different from Attributes because they can be secured by Type. You can
set up your security so only certain users can view particular note types. This is
especially useful when the information is of a sensitive nature and you want to
ensure that only you can access the information. For more information about
setting up security access, see the Configuration & Security Guide.

So maybe you could set up a certain type of Note that limits viewing.

[Matthew]

You can't secure by Media Type (something I've long thought should be an option). What you can do to secure media attachments are to put them in a folder on a shared server that only the appropriate people have network access to. Then, when adding them as media records in RE, link them rather than embedding them. This way, while other users may be able to see them on the media tab, they won't be able to actually open and view the files.

Inside Raiser's Edge, you can only secure discrete sets of information by Constituent Code (to secure complete constit records) or text with a notepad by notepad type.

[ahansen]

Thank you for your responses. They have been helpful and give us something to think about.

I agree that they should make media types that can only be seen by a select group. We are hesitant to lock down a note type and use the notes section because we want to attach a PDF file. Is there a way to do that in notes?

[Virginia Steger]

We use a particular Notepad Type, and set security levels on that Note. There is not a way to attach pdf files to Notes, however. You know, "its been filed as a suggestion..." or "is in the next version..."

-Virginia