OLS for contacts

30 votes

Include some level of object security for contacts so that you can control who can see which names and who can add them to events.

Under consideration Contact Management Security Management Suggested by: Wes H (CollegeNET) (20 Dec, '19) • Upvoted: 26 Apr • Comments: 12

Comments: 12

08 Sep, '21
Karin Randolph (Joliet Junior College) Merged
I have created an INACTIVE security group with absolutely no access to anything but logging in - but I agree, the names in that security group are still available to search for in the Requestor and Scheduler fields in the Event Form as well as in the email area as an available contact. We too do not want to delete contacts for historical purposes and not to break the system, but it would be VERY beneficial to eliminate the searchability by security group. All contacts in my INACTIVE security group are also marked as 'inactive' as Nancy stated above.
08 Nov, '21
Lynne Chin Merged
I did the same, by creating an inactive group but it would be amazing to hide them !
26 Jan, '22
Pamela Mason Merged
This is really a duplicate of feature, https://25live.featureupvote.com/suggestions/70600/ols-for-contacts, which is for adding OLS to contacts. If OLS was added then you could either hide a contact so they cannot be seen anymore or make them nonassignable so they could not be added to anything.
26 Jan, '22
Walt (CollegeNET) Admin
"Provide a way to 'hide' old contacts so they cannot be assigned to an event" (suggested by Nancy C on 2021-05-10), including upvotes (8) and comments (3), was merged into this suggestion.
09 Nov, '22
Nancy C
Here is another scenario where the ability to hide contacts is needed: There are times when a department or organization on campus has been renamed or discontinued, and we need to keep the previous contact in 25Live for historical purposes, since it is tied to events. However, we do not want the old contact to be selected when creating or editing events. Thank you!
04 Feb, '23
Lori Hutchins
My end-users need to have the ability to initially create and see contacts, but NOT edit them, because of our integration with FreshBooks. They create many contacts daily and need access to them immediately for their workflow to create estimates and communicate with our customers. As the administrator, I do not have the capacity to add rapid contact creation to my workflow. Since, we are integrated with FreshBooks, our contacts in both systems need to match exactly; however, my end-users are not permitted to access FreshBooks to make this update. Nor do I want them all to. Essentially, I need the functionality we had before; to restrict our end-users from editing contacts, but allowing end-users to initially create and view them. I imagine, if my end-users update contacts and then export new invoices out of 25Live, we will have duplicate accounts in FreshBooks. The unknown extent of the ramifications of this issue is a significant concern for me.
02 Jun, '23
Nancy C
When users are no longer associated with the university, we need a way to hide them so they are no longer in the selection list for Requestors or Schedulers. However, we cannot delete them, because they are associated with historical events.
27 Jul, '23
Nancy C
I am hoping Contacts OLS can be made a priority soon, as it is a major issue for us. In addition to the examples I've already provided, we have scenarios where a user has multiple contacts associated with different email addresses (due to previously being assigned to events as a student and/or student employee, and now is a full-time employee). So one or more of that person's contacts are outdated, but still associated with events - so we can't delete them. All of their contacts show up in the drop-down lists, and this results in events being created using a wrong/outdated contact. And, if the email address on an outdated contact no longer exists, then the requestor doesn't receive the confirmation email.
09 Aug, '23
Tammy Miller Merged
I'd like to protect the contacts dedicated to controlling security for our embedded web forms from being edited. This seems like a good application for OLS on Contacts!
11 Sep, '23
Tammy Miller
We would also appreciate OLS on contacts for the reasons listed above. Also, we could prevent the editing of contacts that are user roles for embedded forms. I have created a feature request that could be merged with this.
09 Apr
Pamela Mason
This has become even more problematic for us. In order to properly control the manual editing or creation or events related to Course we have to create separate login for Academic Schedulers. So they have one they use for Course related events and another they use for other events. I really need to be able to hide these from most users. We also now have service account for integrations and they are not contact just user accounts. I prefer that people that are not Area Admins not see these.
10 Apr
Karen Admin
"Embedded Web Form Contacts - Add OLS option to prevent editing" (suggested by <Hidden> on 2023-08-09), including upvotes (2) and comments (0), was merged into this suggestion.