Hiding addresses in Search Window

Sorry, this may be a silly question, but how does this security feature create duplicates for you to filter? If the restricted records do not show on a query, are you saying that an employee will send out a mailing list unable to clean the hidden lines properly?


There may be some workarounds you can do in terms of structure and record marking -- it depends on your organizational workflow and practices. For instance:


1) If all queries/lists are passed to you (as seems to be indicated by your comment that it makes more work for you), then you could add a record attribute marking them as a "watch" record to make it easier to spot and clean them yourself. Require all employees to include the Attribute in their list outputs, even if they don't see the use.


2) Require all employees to use Export to output search results, no matter what. This automatically eliminates duplicates because Export generates a one-record-per-multiple-criteria list. You would still need to closely vet user Reports privileges to restrict access to reports that display donor addresses as well.


3) Depending on the types of communications these people need to receive, you could restrict search results displays through Config, add a solicit code to these restricted records, and require all employees to filter people with that solicit code out of their queries altogether. Then, only certain designated staff people would be in charge of maintaining communications/relationships with those flagged constituents.


Without knowing the exact nature of your organization and workflow, it's hard to suggest an exact workaround. But, either way it sounds like something that's going to require more than a security setting -- it's going to require a workflow structure change. However, if yoru current CEO agrees that it's a problem for employees to know their home address, then it should be easy enough to get buy-in from supervisors for that kind of structural change, right?

 

Basically when staff are adding on new records, we have them check first that the person isn't on RE already using the search window. But if the option is selected so they can only view the names (and addresses) they have security clearance to see, then they might re-add someone who is already on the system, creating a duplicate.

Jen Claudy:

Isn't it possible for anyone, on staff or not, to look up the CEO's address on the internet?  And do all of the RE Users sign a confidentiality policy?  (In my experience, most of the time there's a blanket policy that's part of the Human Resources hiring process that covers confidentiality of RE data.  We had separate ones for volunteers and interns.)  Is this a concern from your CEO or other upper management & also a donor staff member?  I would hope that if someone has a big enough issue with a manager, that HR would know about it, and that they could give you a heads up.  If that person is vindictive enough to do something with the manager's home address, then there are a lot of other things that person could probably do with access to RE in general that would cause problems for the manager (not to mention you and other staff).


I'm not sure what I'd do as far as RE Security.  Although, you could possibly block those records from view and let everyone know that if they have something to put on the record of a staff member and can't find the record in RE, to just forward the data to you.  If it's not a big list, this might work.  Or, create intentional duplicate records (with a Constituent Code or something to identify them...and maybe manually set the Constituent ID to match the "real" record then add a suffix to it) and put the organization address on those records.  Periodically check those records and merge (without deleting) anything into the "real" record, which is hidden from staff who don't need access to it.


This one's a pickle.  Sorry I can't be of more help.

I like Jen's options, the other is not a great one either when it comes to mailings and such.  But you could move the contact info (address, phone etc.) to a Constituent Note that would not be visible) and leave the address/phone info blank.