MultiCenter: Cross-Reference Permissions by Security Category

Feature Summary

Release: Fall '09

Author: Kevin Suer

Overview

This feature provides a set of new permissions geared toward providing Center Administrators with the ability to manage DataSync Cross-References for a single Center.

Key Features

• Cross-Reference Security Category: DataSync Cross-References now store a field for Security Category.  This field is available for every Cross-Reference created in Data Management > Import/Export and is used in conjunction with a new Permission Override option for the “Cross-Reference Management” Permission Type to determine the list of Cross-References a client administrator is permitted to view, create, edit, or delete.
• Permission Override for the “Cross-Reference Management” Permission Type: Prior to the Fall ’09 release, cross-reference management permissions could only be assigned for the entire site, or not at all.  With the Fall ’09 release, however, Cross-Reference management permissions can now be assigned as Security Category Permission Overrides; this limits the list of cross-references that a client administrator can view, create, edit, or delete.
• "Import/Export Management” Permission Type: This new Permission Type allows client administrators to view the Import/Export menu item and go into that area. This permission is useful for assigning permission to view say just the “Cross-Reference Types” area of “Import/Export”.  Note that client administrators must also have the Data Synchronization role in order to run Import/Export operations or view results.

Use Scenario: Center Administrator Management of Cross-References

Teddy is an administrator with the Austin Health Society, an affiliate of the American Health Society (AHS) that maintains a Center on the AHS National Headquarters Convio site. Teddy is tasked with maintaining cross-references for Donation Forms for the Austin Health Society affiliate.  Following the Fall ’09 release, Teddy is granted the following two permissions associated with his Convio administrative login: Import/Export Management and Cross-Reference Management for the Security Category associated with the Austin Health Society. He then performs the following:

1. Teddy logs into Convio and clicks on the “Import/Export” menu item under “Data Management” in the top navigation bar.
2. Teddy is presented with the “Cross-Reference Types” tab and clicks on it.
3. He then clicks on the “Donation Form Cross-Reference” type because he is interested in updating all of the cross-references before the next synchronization of Convio with his donor database.
4. Teddy views a list of all of the other Cross-References created in his Center for the “Donation Form Cross-Reference” type.  He is not able to view Cross-References created from other Centers, like the Washington D.C. Health Society or National Headquarters.
5. He proceeds to add three new cross-reference values for his Center.

Screen Captures

Figure 1: New dropdown menu to select a Security Category for a new Cross-Reference.

Figure 2: Adding an override on “Cross-Reference Management.”

Figure 3: New permission type called “Import/Export Management”

Limitations and Out of Scope Features

The following related feature request was not included in the Fall ‘09 product release.

• Cross-Reference Types by Security Category: Cross-Reference Types will continue to not have a security category associated with them.  Whenever a client administrator is assigned Cross-Reference Management they will continue to be able to view all types of Cross-References.

Client Impacts

• This feature will be available to all Convio clients at no additional charge.
• Prior to this release, all cross-references were not associated with a security category, which meant that client administrators assigned cross-reference permissions were granted access to every cross reference on the entire Convio-powered site.  Now, all cross-references are categorized to a security category, which means that it is possible to begin categorizing cross-references to a particular Center.

FAQ

What Security Category will be assigned to Cross-References created prior to the Fall ’09 release?

Pre-existing cross-references will be left uncategorized – meaning that the cross-references will not have a Security Category assigned to them.  Consider the following implications:

• Only administrators assigned the Default Permission for Cross-Reference management (either Manage Cross-References or Edit Cross-References) will be able to view these cross-references; note, this means there is no change in behavior from prior to the Fall ’09 Release in terms of what Cross-References existing client administrators are permitted to view, edit, create, or delete.
• Pre-existing cross-references can be edited by client administrators (who have the default permission) and assigned to a specific Security Category.  Assigning pre-existing cross-references to a specific Security Category will enable client administrators who are given Security Category overrides to manage those Cross-References.

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IMPORTANT NOTE: THIS DOCUMENT INTENDS TO PROVIDE A COMPLETE AND ACCURATE REPRESENTATION OF WHAT CONVIO FULLY EXPECTS TO DELIVER IN FALL ‘09 (AS OF SEVERAL WEEKS PRIOR TO LAUNCH) BASED ON COMPLETED SOFTWARE DEVELOPMENT.  THIS DOCUMENT AIMS TO SERVE AS THE BASIS FOR PLANNING AND PREPARATION WELL IN ADVANCE OF ACCESS TO THE NEW FEATURES.  GIVEN THIS DOCUMENT WAS DRAFTED PRIOR TO COMPLETED QUALITY ASSURANCE, ALL FEATURES, CAPABILITIES, SCREENSHOTS, ANSWERS, CLIENT IMPACTS, SITE DATA PARAMETERS, AND LIMITATIONS LISTED HEREIN, WHILE REASONABLY CERTAIN FOR INCLUSION IN THE RELEASE, ARE SUBJECT TO CHANGE AT ANY POINT UP UNTIL ROLLOUT ON YOUR CONVIO SITE.