How Work Groups Impact Access to Features and Fields
Overview
Work Groups allow you to control what a user can do and see throughout WebAdMIT. When you limit access to applicant data through excluding panels and subpanels, those effects carry throughout WebAdMIT. This article explains these effects more fully so you can make informed decisions as you create and manage your Work Groups.
How Limiting Panels and Subpanels in Work Groups Affects User Abilities
When you exclude panels and subpanels from a user's Work Group, this impacts the following areas:
- The data they can see on the Applicant Details page.
- The data they can include when configuring Full Application PDFs in the PDF Manager.
- The data they can include in exports and lists.
- The data they can include as scoring components in Scoring.
- The data they can use as filters on the Search page.
- The merge fields they can see when creating emails and email templates.
- The data they can include in the Applicant Header.
Caveat about Lists, Exports, and Reports
While removing panels and subpanels from a Work Group prevents users from viewing things in these areas, they may still have access to this data if it is shared with them by other users. For example, when you build an export, list, or report, you can select which Work Groups can access it.
- If a Work Group is selected when creating an export, its members can run the export and see the data points you've included, even if those data points are excluded from the Available Panels and Subpanels menu in their Work Group settings.
- If a Work Group is selected when creating a list, its members can run the list and see who is included in it, even if the list is based on data points that are excluded from the Available Panels and Subpanels menu in their Work Group settings.
- If a Work Group is selected when creating a report, and users in that same Work Group have had the specific report type added to their Work Group configurations, then its members can run the report and see the report data included in it, even if the report is based on data points that are excluded from the Available Panels and Subpanels menu in their Work Group settings.
These nuances are perhaps best illustrated in the scenario below:
Scenario: Removing Access to Race & Ethnicity Data
For example, you create a Work Group and do not include race and ethnicity data in the Available Panels and Subpanels menu, and then you place Roni Reviewer in that Work Group. Roni cannot see this information on the Applicant Details page, the full application PDF, etc. (detailed above).
However, if you created a list or export that includes race and ethnicity data and share it with Roni, then Roni can run that export/list. Then, for exports, Roni can view an applicant's race and ethnicity, and for lists, they can view applicants who meet the list's race and ethnicity criteria.
Additionally, if the Work Group includes the Manage Lists, Reports, and Exports permission and the comparative reports based on race and ethnicity data, Roni can run reports and potentially limit those reports to only one applicant so they could view an applicant's race and ethnicity.
Takeaway: you can use Work Groups to limit access to applicant data, but you'll also want to double-check which users have access to lists, exports, and reports, based on the behavior above.
Detailed Feature Impacts Based on Excluded Panels and Subpanels
Review the table below to learn more about the impacts of panel and subpanel restrictions. For more information on each feature, review the appropriate area of the Help Center.
|
Feature |
Impacted by Panel / Subpanel Restrictions? |
Caveats |
|---|---|---|
| Applicant Header | Yes. The fields you can include when configuring the Applicant Header are dependent on which panels are enabled. | Once the Applicant Header is configured, any fields added to it are visible to all users who can see applicants, regardless of their panel restrictions. |
| Email Templates | Yes. The merge fields that are available to include in an email template are dependent on which panels are enabled. |
Email templates can be shared with other users regardless of what restrictions they have. When previewing an email template before sending it, the merge fields do not contain actual data. Furthermore, merge fields that are not available to a user will not appear for them when reviewing an email template, so if they resave an existing email template, merge fields that are hidden from them will be removed. |
| Exports | Yes. The fields available to include in an export are dependent on which panels are enabled. |
Exports can be shared with other users through their Work Groups as described above. Sharing an export template allows users to run the export and review the data included in it, including data that is restricted from their Work Group settings. Users can also copy exports that have been shared with them. This retains all of the fields, including those that are not enabled for their Work Group. |
| Lists | Yes. The fields available to use in filtering applicants are dependent on which panels are enabled. |
Lists can be shared with other users through their Work Groups as described above. Sharing a list allows users to run it and see which applicants meet the list's criteria, even if it includes filters that are restricted in the user's Work Group settings. This can allow them to ascertain details about applicants. Users who attempt to copy a list that contains criteria that are restricted to them will not see the restricted criteria, as those filters are removed from the Edit Applicant List page. |
| PDF Templates | Yes. WebAdMIT prevents you from sharing a Full Application PDF with Work Groups that don't have access to its panels. When configuring a new PDF Template, users cannot include panels that are hidden from their Work Groups. | This restriction applies to Full Application PDFs only. Other document types (e.g., Applicant Uploaded Documents, Evaluations, or Transcripts) are not restricted by Work Group settings. |
| Reports | Yes. When configuring a Work Group, you'll determine which reports are available to its members. See Access to Reports. | Reports are only visible to Work Groups that have them enabled. This is true even if a report is shared with a user. In order to create reports, users will need to be in a Work Group that has the report type of their choice enabled. |
| Scoring | Yes. When it comes to configuring a Scoring Model, scoring components available to include are dependent on which panels are enabled. When it comes to reviewing applicant scores, anyone with access to the Scoring panel will be able to see applicant scores. | Users who have access to the Scoring panel can see applicant scores and the components that make up these scores, including components that are restricted to them based on their Work Group settings. |
| Search Page | Yes. Filters that are available to use the Search page are dependent on which panels are enabled. | While filters can be hidden based on panel restrictions, on-screen data points (e.g., Local Status) are not hidden. |
| Transfer Settings | No. Only WebAdMIT Administrators with Institution Manager permissions can run the Transfer Settings feature. These users have full access to all panels. | If a user with limited access attempts to copy a transferred template, they are restricted by their Work Group settings as outlined in this table. For example, if a field isn't enabled for your Work Group, it will not be visible in lists that were brought forward via Transfer Settings. |