Issues: Data Reviewers should not have edit rights to the data

Data capture restrictions have been enabled on your sandbox environment for your testing. Please note that this is an advanced feature and should be used with caution so as not to frustrate users with a genuine need to capture/edit data.

Data capture restrictions

Data Capture Permissions feature allows clients to restrict users from capturing data for certain data types, locations or groups. The restrictions are applied on top of the existing Location/Group/Organisation access level restrictions, which means it will further reduce the number of accessible accounts. Once enabled, any accounts that the user is restricted from tampering with will be hidden from the Data Capture page, which essentially prevents any modification of these accounts by this user. With this feature, it is possible to have a user to have 'view' access to all accounts but only to have 'write' access for a selective list of accounts.

This feature requires the configuration from both Admin Settings and Contact Work Roles

Admin settings

There are 4 admin settings to be used with this feature which can be found under Admin -> Data Capture Restrictions.

Activate Data Capture Restriction - main flag to switch on and off the feature. By default it is 'No' which means this feature is turned off. Once turned on, the implication is that NO ONE can capture any data unless the contact has corresponding Data Capture Restriction work roles assigned, or with any of the following flags set to 'Yes'.

Enable Loc user to capture & honor restrictions - default No. Once set to Yes, all location level users will be able to capture data even if they don't have any Data Capture Restriction work roles assigned. This is to cater for the scenarios whereby majority of the location level users (e.g. facility managers) are allowed to capture data for their locations. With this flag turned on, location level users are able to capture data without any work roles, so it helps to reduce the maintenance / set up effort required if majority of the location level users need this. If any location level user has additional Data Capture Permission work roles assigned, these work roles will take effect and will further reduce the number of accounts the user is able to update. Take note this flag will only take effect when the main flag 'Activate Data Capture Restriction' is set to Yes.

Enable Group user to capture & honor restrictions - default No. Once set to Yes, all group level users will be able to capture data even if they don't have any Data Capture Restriction work roles assigned. This is to cater for the scenarios whereby majority of the group level users (e.g. business unit managers) are allowed to capture data for their group. With this flag turned on, group level users are able to capture data without any work roles, so it helps to reduce the maintenance / set up effort required if majority of the group level users need this. If any group level user has additional Data Capture Permission work roles assigned, these work roles will take effect and will further reduce the number of accounts the user is able to update. Take note this flag will only take effect when the main flag 'Activate Data Capture Restriction' is set to Yes.

Enable Org user to capture & honor restrictions - default No. Once set to Yes, all organization level users will be able to capture data even if they don't have any Data Capture Restriction work roles assigned. This is to cater for the scenarios whereby majority of the organization level users are allowed to capture data for the organization. With this flag turned on, organization level users are able to capture data without any work roles, so it helps to reduce the maintenance / set up effort required if majority of the organization level users need this. If any organization level user has additional Data Capture Permission work roles assigned, these work roles will take effect and will further reduce the number of accounts the user is able to update. Take note this flag will only take effect when the main flag 'Activate Data Capture Restriction' is set to Yes.

Contact Work Roles

Data Capture Restriction - assign this to contact to restrict the user from entering data for selected Data Types and Account Styles, Locations or Groups. These restrictions apply on top of existing access role restrictions.

Work Role - choose 'Data Capture Restriction'

Restricted To Data Type - this allows to restrict the user to enter data for a specified data type only. E.g. if 'Electricity [kWh]' is selected, the user will be able to capture data for Electricity accounts.

Organization Scope Restriction - a selection of either to restrict by 'Group' or by 'Location'. This allows to set the restriction further on Group or Location level. For each work role, only one of the 'Location' or 'Group' restriction can be specified. If both location and group restrictions are required, multiple work roles should be created.

1) Restricted To Group - this allows to restrict user to enter data only for accounts under the specified group. This can be used together with 'Restricted To Data Type'. The list of group include all Classification/Portfolio/Facility groups the user is able to access. Cost Center groups are excluded from this list.

2) Restricted To Location - this allows to restrict user to enter data only for accounts under the specified location. This can be used together with 'Restricted To Data Type'.

If there are multiple work roles assigned to the same contact, the final list of available accounts will be a union set of the all the work roles. For example, a user with 2 work roles, each restricted to one location, will have access to all accounts under both locations.

Thank you for raising this idea.

We need more information to assess this requirement. There is existing functionality in Envizi to restrict users from capturing and editing data for certain data types, locations and groups, but still allow them to perform other general user actions, like reviewing and approving records. The main question is whether this requirement is to prevent data reviewers from editing records created by other users only, and if they still need to be able to create records.

Our team will reach out directly to provide more information on this setting which can be enabled in your sandbox environment for testing.