Data Collection Editor Filtering

The Data Collection Editor role is an add-on role to limit the accessibility of a specific data collection from all others with the same user role as those used in the data collection’s workflow. The Data Collection Editor role is only activated when the “Enable Data Collection Editor filtering” is turned on in a Data Collection Schedule. Those without the “Data Collection Editor role”, but with the roles used in the data collection, will not be able to access the data collection. Only those with both the user role from the data collection’s workflow and the Data Collection Editor role will be able to access the data collection’s forms.

I.e. If the Data Collection Editor filtering is enabled for a Program Assessment data collection, only the Program Coordinators who also have the Data Collection Editor role will be able to access and edit forms.

The Data Collection Editor can be used for two reasons:

1. There are multiple data collections using the same user roles, but users should not be able to participate in both data collections

2. You need to limit who has the ability to view and report on submitted forms

   1. By applying the Data Collection Editor role, you also limit who has the ability to run reports on the data collection.

If you are running more than one data collection using the same user roles, but the users should not have access to both data collections, you will need to Enable Data Collection Editor Filtering.

Data Collection Editor Filtering allows you to assign access to specific Data Collections for each user.

By enabling Data Collection Editor Filtering, you will need to assign the Data Collection to each user that is participating in the Data Collection, regardless of the user role.

You will need to apply the filtering role to all data collection users of all data collections. For example, if you have 2 data collections that both use College Committee, if you just applied the Enable Data Collection Editor Filtering to one of those data collections, those College Committee users would still receive the forms of the 2nd data collection.

Therefore, this can be a tedious task, because it needs to be applied to all users that are participating in all data collections.

Instructions

1. To begin, you will go to Data Collection Schedules in the Main Menu.

2. Press Manage on the far right of the Data Collection.

3. Check Enable Data Collection Editor Filtering.

4. Press Save. Now that the filtering has been turned on, only those with the additional Data Collection Editor role assigned to that data collection will be able to view and edit the Data Collection. You will need to assign the new User Role to each of your Data Collection participants. 

5. Go to the User Accounts Manager and select Manage for a user of the data collection.

   1. Tip: It can be helpful here to filter by role so you can see who is already assigned to a role for that data collection.

6. Add the Data Collection Editor Role

7. Select ‘Edit Parent Objects’ for the Data Collection Editor role. Assign the Data Collection Schedule that has the Filtering enabled. This does not have to be done for all data collections, just those you are filtering. Press OK.

8. Press Save.

9. You will need to repeat this step for all participants of the data collection. 

   1. Tip: It will be helpful to review your workflow to see the User Roles assigned to the Data Collection.