What are Event Access Groups?
Event Access Groups allow you to set specific "view" permissions for otherwise restricted events, based on the answers to questions submitted in the forms.
For example, you might have an event type that is restricted so that only the Radar Super User has access to view the event under normal circumstances, however based on the answer to a question within that event, you might want other roles to be able to view certain events that are reported.
Below we walk through how to set the Access Groups up.
To be able to use this function the user must have the permission 'Can Grant Event Access' activated under System Permissions
If you have any events that are currently restricted to only specific roles, you will be able to see this via the Restrict Event Types tile on your Admin dashboard:
Restrictions set here limit which roles can view events once they have been reported. E.g. in the screenshot below, we can see that the event "Complaint" has been restricted so that only the "Radar Super User" can view the events after they have been reported:
For more information on how to set Event Restrictions by role for whole events, please refer to this guide: Restrict Event Types
Setting an Event Access Group
To set an Event Access Group, from your Admin dashboard, select Event Access Groups
Here you will see a table listing any current Access Groups set in your system:
To create a new Access Group, click Create group.
You will now be presented with a selection of drop down options:
Forms - from this box select the form from which the question that is going to trigger the access permission can be found on. Please note, some of your forms may be used for more than one event type! If this is the case then the access group rule that you set will apply to all event types using that form.
Form Questions - from this box, select the question that is going to trigger the access permissions. You will see all applicable questions that appear on your selected form in the list. You can only apply an Event Access Group to Yes/No or drop down select questions.
Form Answers - from this list, select the answer for your selected question that is going to trigger the access permission.
Roles - finally, select the roles that you wish to GRANT access to the events. You can select multiple roles if required.
To save the rule, click Yes. You will now see the Event Access Group that we have just created appear in the table.
Based on the settings that we have selected in the screenshots above, we have set a rule that allows the following:
If a Complaint is raised, whereby they answer to the question "What is the complaint about?" is "Staff (Attitude, Conduct etc)" then all users with the HR Manager role will be able to see the event.
N.B. Normal location/region restrictions apply, so a user will still need to have a role at the same location/region as the event in question in order to view the events.