[NEW] Enterprise Permissions (Enterprise only)

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Brian Lee
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Whether teams prefer to share data freely across the account or just within their own teams, the Enterprise Admin now has the ability to set up visibility controls with Enterprise Permissions (only available for Enterprise tier customers).

Note: This video contains the old navigation bar on the top, whereas the current navigation bar now lies on the left side of your screen. While the remaining content is still the same, rest assured that we will be updating our videos accordingly.

 

Overview

  1. What is the difference for accounts with Enterprise Permissions?
  2. What remains the same regardless of Enterprise Permissions?
  3. What can my immediate team see? What can all users see?
  4. How can the Enterprise Admin manage users and teams?
  5. What content types can the Enterprise Admin adjust sharing options for?
  6. What levels of sharing options can the Enterprise Admin toggle on/off for these content types?
  7. What if the Enterprise Admin changes the sharing options after users have already shared content?
  8. How will Enterprise Permissions affect the Affinity API and my integrations?
  9. FAQ and Edge Cases

 

What is the difference for accounts with Enterprise Permissions?

Enterprise Permissions introduces an entirely new account role: the Enterprise Admin. In addition to taking over certain permissions at the account level normally given to Admins, the Enterprise Admin has the ability to:

  • Create and manage users, teams, and permissions (see How can the Enterprise Admin manage users and teams?).
  • Customize the level of sharing permissions for 7 different content types (see What content types can the Enterprise Admin adjust sharing permissions for?).
  • More granular syncing options by disabling email bodies and/or private calendar meetings from syncing into Affinity - please reach out to your Affinity representative to learn more.
  • Access all lists created by all users, even private lists created by other users.
  • Export all notes and all lists across the account by having exclusive access to the Export Data tab in Settings.
    Export_data_in_settings.png

 

What remains the same regardless of Enterprise Permissions?

  • Relationship Strengths & Highlights are still shared across all users on the account.
    • Connections and Alliances (as shown on lists and profiles)
    • Strongest Relationship (as shown on lists and profiles)
    • Source of Introduction (as shown on lists and profiles)
    • Introductions Made (as shown on profiles)
    • First Email and First Meeting (as shown on lists)
    • Last Email, Last Meeting, and Last Contact (as shown on lists and profiles)
  • Enriched fields and global fields are still shared across all users on the account.

 

What can my immediate team see? What can all users see?

Product Area Only You Team Only All users
Connections     X 
Introductions Made     X
Strongest Relationship     X
Relationship Strengths     X 
All People/All Organizations Directories     X 
Enriched fields     X 
Global fields     X
Synced Emails & Meetings   Depends* Depends*
List-specific fields Depends** Depends** Depends**
Lists Depends* Depends* Depends*
Logged Interactions Depends* Depends*  Depends*
Notes Depends* Depends* Depends* 
Files Depends* Depends* Depends*
Reminders Depends* Depends* Depends*

*Depending on how collaborative or sensitive you and your team members are with sharing lists, synced emails/meetings, manually logged interactions, notes, files, and reminders, the Enterprise Admin can toggle on-and-off different levels of sharing for these content types.

**List-specific fields on a given list will only be available to you and the Enterprise Admin if the list is private to yourself. List-specific fields will be available to your specific team members if the list is only shared with your specific team. However, list-specific fields on a given list can be available to all users if the list is shared with everyone.

 

How can the Enterprise Admin manage users and teams?

  1. As the Enterprise Admin, click on Settings on the left-side of your screen.
    Settings.png

  2. Click on Users & Permissions on the left side to see all Users, Teams, and Sharing Permissions.
    Users_and_Permissions.png

  3. On the Users tab, you can click the checkbox for multiple users to bulk-add them to create a new team or add to an existing team.
    Create_team.png

    1. Click on the arrow to the right side of each user's Account Role to get a high-level overview of which lists they have access to and what roles they have on each list. You can also add them to additional lists or deactivate them if they're no longer using Affinity.
      4._Click_into_individual_user.png

  4. On the Teams tab, you can create a new team or click the arrow on an existing team to see all users on that team and add new team members.
    5._Teams_Tab.png

    1. If you set Synced Emails and Meetings to be shared with Teams only, you can also change the privacy preferences for each user. You can also click on the Team Lists tab to see all the lists that this team has access to.
      6._Change_email_and_meeting_privacy_for_user.png

  5. On the Sharing Permissions tab, there are three different sharing options the Enterprise Admin can toggle on/off for each content type, depending on the team's preferences: Everyone, Teams and users, and Only you. At least one of these must be toggled on.
    7._Sharing_Permissions.png
    1. The Enterprise Admin can toggle on/off these sharing options for different content types. Those that are toggled on will be available as options for users to choose from when they create any of these content types.

  6. The Enterprise Admin will be able to share and change list access to all lists, even for private lists created by other users.

 

What content types can the Enterprise Admin adjust sharing options for?

There are seven out of eight different content types that the Enterprise Admin can adjust the sharing options for - only the API calls cannot be modified and are set to be shared with everyone by default:

  1. Synced Emails & Meetings
    1. If the Enterprise Admin sets it to Everyone, then the users themselves will be able to set their own privacy settings (see Personal Privacy Settings).
    2. However, if the Enterprise Admin sets it to Teams only, then only the Enterprise Admin can set the privacy preferences for each user on each team by choosing one of the three options:
      1. Showing email subject lines/meeting titles and email bodies
      2. Showing email subject lines/meeting titles only
      3. Hiding email subject lines/meeting titles and email bodies (the default for all users added to a team on Enterprise Permissions)
    3. If the Enterprise Admin changes it back from Teams to Everyone, the Enterprise Admin will have the option to either Restore User's Previous Selection back when it was set to Everyone or Set all users to "Hide All" and ask users to update their privacy settings themselves. 
      Restore_previous_selection_or_set_to_hide_all.png

  2. API
    1. API creates will always default to be shared with everyone on the account.
  3. Synced Meeting Notes
    1. If you add a note to a synced meeting, all team members that are participants in that synced meeting will be able to see the note if you choose Only you and meeting participants as the sharing preference.
    2. If you add a note to a synced meeting but are not a participant in that synced meeting, you could lose access to that note if you end up moving to a different team that the meeting participants are not in.
  4. Notes
    1. Different from synced meeting notes, these are attached to People, Organizations, and Opportunities.
  5. Logged Interactions (Meetings, Calls, and Messages)
    1. If you add another team member as a participant to the logged interaction, that team member will be able to view that interaction if you choose Only you and interaction participants as the sharing preference.
  6. Files
  7. Reminders
    1. You can create a reminder and assign another team member as the owner of that reminder. This means that this team member will be able to view that reminder if you chose Only you and the reminder owner as the sharing preference.
  8. Set how content is shared when users can't make a sharing selection
    1. This final section covers the following scenarios where users will not be able to make an explicit sharing selection: note imports, automated file uploads, reminder triggers, and Email Bot. The Enterprise Admin can either set the default to be shared with Everyone or Only the user.

 

What levels of sharing options can the Enterprise Admin toggle on/off for these content types?

The Enterprise Admin can determine whether users can share their notes, logged interactions, files, and reminders with others based on the three levels of sharing preferences: Everyone, Teams and users, or Only you.

Toggle_on_all_three_sharing_options.png

  1. If the teams are highly collaborative and prefer Open Content Sharing, the Enterprise Admin can toggle on Everyone and/or Teams and users (Any team or user).


  2. If the teams are sensitive and prefer Siloed Content Sharing, the Enterprise Admin can toggle on Teams and users (Only their team and team members) and/or Only you while toggling off Everyone.


  3. If the teams would like flexibility and prefer Selective Content Sharing, the Enterprise Admin can toggle on all three: Everyone, Teams and Users (Any team or user), and Only you.

 

What if the Enterprise Admin changes the sharing options after users have already shared content?

  1. This will only impact the users' sharing options moving forward. This will not override past selections made on this change.
    1. Example: If you added a note when Share with everyone was an option, but want to change the sharing preference when Share with everyone is no longer an option, you will come across this warning modal asking for confirmation.
  2. You can either click Continue to edit your sharing preference and lose the Share with everyone option for this particular note moving forward, or click Cancel to keep the previous preference.
    Sharing_selection_update_modal.png

 

How will Enterprise Permissions affect the Affinity API and my integrations?

Enterprise_Permissions_and_API.png

  • Users will only be able to read content from Affinity via API according to their permissions. If you or the Affinity Solutions Engineering team have built an integration that pulls notes, files, or reminders from Affinity via API, the user whose API key is being used will need to have access to all the notes, files, or reminders that you would like the integration to access. For that reason, sharing with Everyone is the only available sharing option.
  • If you're using Affinity's native integrations that push files (e.g. Box, Dropbox, Google Drive, or SharePoint) or push notes to Slack or Microsoft Teams, you will want to make sure that the user who configures the integration has access to all the files or notes that you'd want pushed to those platforms outside of Affinity. This is why sharing with Everyone is the only available sharing option.
  • Content that is created in Affinity via API will default to being shared with Everyone so that integrations continue to work as they did previously.

 

FAQ and Edge Cases

  • If a user (Team A) sent an email to an external, but also has another user (Team B) on the CC line, can team members from Team B also see that email?
    • Yes, the email will appear to all team members in both Team A and Team B.

  • How much content is shown when two or more users with different privacy settings on the same team are included on the same email thread?
    • The user with the most revealing privacy settings will have their privacy setting applied for that email thread.
    • Example: If Jamie (Hide all content on Team 1) and Jason (Show all content on Team 1) are on the same email thread, team members from Team 1 will be able to see the Email Subject and Email Body of that email based on Jason's privacy setting.

  • What happens when a user is not on any teams at all? Can they see their team members' interactions?
    • The user cannot see any of their team members' synced emails/meetings and team members cannot see the user's emails/meetings - being added to a team is what gives a user access to their team members' synced emails/meetings.

  • What happens when a user is on two different teams, but has different privacy settings on each team?
    • We will adhere to the unique privacy settings for each team.
      • Team 1: For all team members in Team 1, they will only see metadata (participants, date, and time) if the user has "Hide all email and meeting content" as their privacy setting.
      • Team 2: For all team members in Team 2, they will see email subject lines, meeting titles, and email bodies if the user has "Show all email and meeting content" as their privacy setting.

  • What sharing option gets chosen by default when users don't explicitly choose a sharing option?
    • There are some edge cases where content can be created without explicitly choosing a sharing option. If no sharing option is selected, the content will default to Only you - also known as private. This can happen in the following areas:
      • Note Imports
      • Auto-File Uploads (in Settings)
      • Content creation via Affinity Mobile App
      • Email Bot

 

Questions/Feedback?

Feel free to reach out to support@affinity.co as we continue to improve the user experience for our Enterprise tier customers.

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