In this article, we look at the Access module within Unity® Entity Management.

The features in the Access module allow administrators to control and manage who can access data in Unity® Entity Management, based on:

• What Entity and People records individuals can see, and  
• What permissions an individual is granted to create, edit, delete, or simply view Entity and People data 

Individuals invited to Unity® Entity Management can be given access to as few or as many Entities or People records as required, and if necessary, can also be assigned different permissions to different records. 

With the Access module, Unity® Entity Management can provide full transparency into who has access to what data, making it easy to see if changes are required and report on historical and current states.  

Access Terminology

Access Group

• A collection of Entity and People records that define what data individuals have access to in Unity Entity Management

User Group

• A collection of individual profiles that require similar access to Access Groups

Individual or User Profile

• Every person who requires access to Unity Entity Management will require an individual profile with their Name, Email address, and the default Role they will be assigned

User Type / Role

• Roles assign a set of Permissions to an individual or User Group
• Individuals may have one Role in one Access Group and a different role for other Access Groups 

Permissions

• Permissions are assigned to each Role and determine what Permissions they have to create and edit data, or simply view data

Exclusion Lists

• Used to override any other access to Unity Entity Management Records or an entire Access Group to ensure individuals cannot see the records that should be hidden
• Even if the individual is granted access to a record through an Access Group, the exclusion list will remove that record from the individual's list of accessible data

API Keys

• For sites that have purchased the open API, the API Keys are used to connect Access Groups of data in Unity Entity Management to other software programs outside of Unity Entity Management

Audit Trail

• The historical record of all changes that have been made to all records in Access.