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Today we're showing you the key places in SwiftFox where can set user access controls or user permissions.

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In this tutorial we will show you how to restrict access to certain features and functions in SwiftFox, including restricting access on profiles, custom fields on profiles, posts, tasks and with data exports.

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There are many more detailed permissions that can be set in SwiftFox, which you can always discuss with our team, but these are the popular ones, so let's get into it.

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Every contact in SwiftFox, whether they are a person or an organisation, can have access restricted to just groups of users or individual users. To get started, bring up a contact profile and on top of the business card, click custom and the permissions pop up will allow you to customise access.

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First, select whether you want to set custom access for an individual user or for a particular user group for a user.

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Click on the user button and in the box underneath, type in the user's name. Then in the permissions dropdown, select what level of access you want to give that user. Once you've made your selection, click Add and these details will appear on the list below.

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To set custom access for a user group, repeat these steps only. First, select the group button and type the name of the user group into the search box below.

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Once you have added your user group, you will also see it appear in the list below. To set the new permissions live, click apply and you're all done.

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Custom fields are one of the most important data collection tools in SwiftFox. They are found on all contact profiles and are a unit of information you can track and use across SwiftFox. A bit like a column on a spreadsheet, but with lots more functionality.

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Given their importance, you can control which users can create, edit and delete custom fields on a contact.

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This is done again through permissions and user groups, which can be accessed in the settings tab under the System Administration folder. Once you are in the user Group section, you will see a table of all the user groups in your organisation.

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To change whether users in a user group can create, update, or edit custom fields, click on the name of the user group, which will open a drawer showing you all of the features in SwiftFox and whether the user group has access to those features.

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Under the administration heading, you will see Manage custom fields. If the toggle is on, all users in that group can create, edit or delete custom fields. If it's off, they are unable to create, edit or delete custom fields.

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Make sense? That's how easy it is to provide or restrict access to changing custom fields on contacts. More information on user groups can be found in our Create User Group tutorial.

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Posts. Posts in SwiftFox is how you track all of your interactions with contacts. Sometimes you want to keep these interactions private or restrict viewing them to just a group of users.

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Every post created in SwiftFox, regardless of where you create the post from, can have access restricted to just groups of users or individual users. To get started, we will create a post in the SwiftFox Activity feed.

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At the top of the post we will see a globe icon. Click on the icon. Select your preference from the menu. By default, posts are viewable by everyone. To make the post private to just you select only make. Now no other user can see the post except for you to make the post public to all users, but not editable.

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Click custom. Now you'll be able to see our standard permissions pop up, which allows you to customize access to make the post view only to everyone in your organisation. Select anyone as the group and set the permission to view only.

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To make the post view only to just certain users. Type the user group or the user you want to restrict, and then set the permission to view only to set new permissions live.

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Click apply and you're all done. Tasks. Setting permissions on your tasks in Swift Fox is also done using the permissions. Pop up every task you create in SwiftFox, regardless of where you create the task from, can have editing restricted to just groups of users or individual users.

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To get started, we will create a task in our task management feature.

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At the bottom of your task we can see the globe icon. Now you will be able to see our standard permissions pop up, which allows you to customize access to make the task view only to everyone in your organization.

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Select any one as the group and set the permission to view, only to make the post editable to just certain users.

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Type the user group or the user you want to restrict. Once you've made your selection, click add and these details will appear on the list below. To set the new permissions live, click apply and you're all done. You can also add permissions to existing tasks by finding the task in the tasks table and clicking the three dot menu on that row.

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From the options, select Sharing Permissions.

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Exporting data in SwiftFox can be done very quickly via the list builder, but we always encourage organisations to be both very clear and very careful about who can access this feature.

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To ensure your data is always kept as secure as possible, controlling which users can export data is done through permissions and user groups, which can be accessed in the settings tab under the System Administration folder.

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Once you are in the user Group section, you will see a table of all the user groups in your organization. To change whether users in a user group can export data from the list builder, click on the name of the user group, which will open a drawer showing you all of the features in SwiftFox, and whether the user group has access to those features.

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Under the List Management heading, you will see List Builder Export. If the toggle is on, all users in that group can export data from the list builder. If it's off, all the users in that user group are unable to export data from the list builder. If this option is selected, those users will not be able to even see this option in the list builder.

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What a journey that was. So there we are. That's how easy it is to provide or restrict access to exporting data from SwiftFox.

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More information on our user groups can be found in our Create User Groups tutorial. Thanks for watching.

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