Report/List access to bulk constituency privacy settings
I would like a report (or access through a list) to view which of our constituents have privacy settings that are different when compared to what the school set as the default in the Profile Publish Access in Core.Settings.Profile. Having this information will allow a school to honor their constituent’s data publishing preferences; the alternative is that the school could share data that should be confidential.
If a constituent goes to Settings.Privacy, they can control the amount of information that is shown on their contact card, found by others via the online Directory.
There is a report that will show if a constituent blocks all information but their name:
Dashboard > Reports > View All > Category = General User Management Reports > User Information Sharing
The report is nice, but what we need to see instead are those who still are sharing their data, but have deviated from our school default.
For example, a family might need their address information to be private. They would use Settings.Privacy to block visibility of all of their address and phone information, but they might like to share their email address.
Our school still produces a paper directory, in addition to the online directory. From the perspective of the parent in my example, they believe they have already told us that they do not want to share their address and phone information because they made that indication on our website. However, without checking every record individually, we cannot know that and would unintentionally go against their wishes and list their address and phone in our paper directory.
So, if our website is giving our constituents a way to block their information, we (the School) need a way to know who would like some or all of their data to be held secure. In my opinion, this a matter of data security.
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Anne S.
- Nov 17 2015
- Implemented
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Related ideas
Awesome. This is so helpful to see on the User Lists and be able to filter / sort / export. Thank you, thank you.
Thanks for your patience! This has been implemented as a column you can select on the Core User List.
We impersonate a parent to run the parent directory to get the data so privacy is respected. That said, I would love to have the privacy field exposed to an advanced list.
So sorry I called you Jackie! Rather Janet!! : )
Hi Jackie,
Thank you so much for reaching out to me!
To create our Directory, I do an export from a List to create a large
spreadsheet.
The list I used last fall is in my List folder called "Anne's Favorites."
And then the List is called "Directory Data 2015."
From this list I do a good bit of data massaging to get my correct parents
lined up with the correct households (the relationship ordinal sends out
who entered the database first which is different from who is highest
priority relationship to the child - that is another enhancement request -
to allow us to assign & use a relationship priority ordinal! *smiley face*
).
So, in answer to your question... I'm afraid the solution you offered would
not be my preference. Because I would not learn from it. Rather I would
like to see the data, but have there be an extra field I could pull for
each address/phone/email, perhaps called 'hidden' and have it hold a true
or false. So that I could learn that a family is providing say their email
address, but they want it held secret. I like being able to understand our
constituents wishes and intentions, so that we can provide them thoughtful
and consistent treatment. And where necessary we can replicate their
wishes in our other database, Raisers Edge.
Other uses... if I had the ability to run a quick list of who strayed from
our defaults, I could check in with our parents if I feel they checked it
in error, or I could ask for clarification.
Another use... If an address is hidden, I would want to know so that we
would not include their address in a mailing being done by parent
volunteers - that label would be held and done by staff. If I had access
to a quick list, I could run it before each mailing to see if anyone has
hidden their information since the last mailing.
By the way, back to the Directory, in the end, I merge with a Word template
that looks like this:
*«stu_LastName»**, **«stu_FirstName»** (**«stu_PreferredName»**) *
*«stu_Grade»*
«p1_Addressee»
(«p1_Salutation»)
«p1_Address»
«p1_Address2»
«p1_City», «p1_State» «p1_Zip»
«p1_Country»
«p1_HPh»
«p1_PreferredName»: «P1_HEmail»
«p2_PreferredName»: «p2_HEmail»
«p3_Addressee»
(«p3_Salutation»)
«p3_Address»
«p3_Address2»
«p3_City», «p3_State» «p3_Zip»
«p3_Country»
«p3_HPh»
«p3_PreferredName»: «p3_HEmail»
«p4_PreferredName»: «p4_HEmail»
Where P1 Name and Email is forced to be mom, P2 Name and Email is forced to
be dad (ladies first), via my data massaging.
If the student only has one household, the second section starting with P3
yields nothing.
Thanks,
Anne
Hi Anne,
How do you get the data to create your printed directory? Would it be helpful for an export to respect the privacy settings so that you still don't have to cross-reference each family's privacy settings?