Confidential Record Access

This feature lets users control visibility of individual records by making them private. This helps maintain confidentiality while still allowing flexible sharing with specific users.

Making a Record Private

You can now restrict access to a record by making it private. Here's how:

1. Open the Record
   Navigate to the record you wish to make confidential.

2. Click 'Make Private'
   Select the Make Private button within the three dots in the top left of a record.

3. Select Users for Access
   A prompt will appear, asking you to choose which users should be able to view this private record.
   Important: If you do not select yourself during this step and you are not the record's owner, you will lose access and see an error.

4. Confirmation and Hierarchy Node Creation
   Once confirmed:

   • Only the record owner and selected users will be able to access it.

   • A hierarchy node is automatically created using:

     • The record name

     • The date/time it was made private

     • The record owner’s name

Managing Access via Hierarchy Node

The hierarchy node acts as a container for managing access:

• To add users: Assign the node to their profile via the corresponding Group.

• To remove users: Unassign the node from their profile.

Making a Record Public Again

If the record no longer needs to be private:

1. Open the Private Record

2. Click 'Make Public'

3. Access Restored to Previous Business Context
   The record will revert to its original visibility settings, and users who had access before will regain it.

Key Points

• You can only select individual users to gain access to record.
• The users you select to gain access to the record are the users who already have access to the record via their role and position in the hierarchy.
• Users who do not have access to the confidential record will also not see if within reporting.