A Folio record can be marked as confidential, which means that only selected users will be able to view this Folio. Marking a Folio as confidential means that:
- The Folio will only be visible to selected users, the Person Responsible and any approvers.
- The selected users will still require access rights to at least read the Folio record to see the Confidential Folio record
- The Folio will not appear on any List Screens.
- The Folio will not appear in the Global Search.
- The Folio will not appear in any report (even if the user creating the report has rights to confidential folios).
- The Folio will not appear in the Linked Folios section
To use this feature you will first need to go to the Folio Template that you want, and on the Details page make sure that Ability to make Folios Confidential is set to Yes:
Once this is set to Yes, directly below that field you will see a new field labelled Users with access to Confidential Folios. This is where you can select what users will be able to access the Folios that you have marked confidential:
Note: As well as these users, both the Person Responsible and any Approvers will retain access to the Folio. These users need to keep their access in order to still perform their required tasks. Also note that Super Users and Administrators will also lose access to the Folio unless they are part of the group that has explicitly been given access.
Once the template has been set up correctly, to mark a Folio as confidential first go to the Folio that you want, then on the Details page click on the Ellipsis and select Make Confidential:
A warning will appear asking you to confirm the action, select Confirm:
You will now see a bar under the Status of the Folio confirming that the Folio has been marked Confidential:
To remove the confidential status from a Folio look at the ellipsis again and select Remove Confidential:
Viewing and Reporting Confidential Folios
There are three ways to View & Report on Confidential Folios:
- Confidential Folios List view
- Reports Trend Chart
- Folio Dashboard Trend Charts
Confidentials List Screen
Marking a Folio as Confidential removes it from the normal Folio List Screens. To view the Confidential Folios that you have access to click on Folios at the top of the screen and select Confidential Folios.
The list screen will then show you all Confidential Folios you are able to see
Reports Trend Chart
On the Folio Report template you are able to include the Confidential records on the Trend chart, under Summary and Charts enable the trend chart. Ticking the Include Confidential box will then include the confidential records you are unable to see in the Trend Chart and Summary.
The report will tell you how many Confidential Folios were included in the chart.
Folio Dashboard Trend Charts
On the Folios Dashboard for a template with Confidentials enabled you will see the Include Confidential checkbox on the settings for the Open, New & Closed trend charts.
Hovering on the chart will tell you how many of the Folios for that time period are confidential