The Secure permission restricts access to fields, notes, activities, and emails grouped under the Secure field grouping, and is commonly used alongside other permissions to protect sensitive information such as Social Security Numbers.
💡Quick Answers
- What does the Secure permission unlock in Search & Reports? The ability to search on and display columns for field data grouped under the Secure grouping.
- What does the Secure permission unlock on contact records? Access to Secure-grouped fields on the Personal tab, and notes, activities, or emails tagged with the Secure visibility permission.
- How should Social Security Number fields be secured? Assign them only to the Secure field grouping and grant Secure permission only to team members who need that data; see Field Settings for how to configure groupings.
- How is the SSN displayed for admins with Secure permission? Only the last four digits are visible by default; admins must click a Show/Hide button to view or edit the full number.
Secure Permissions
The Secure permission option provides access to:
Search & Reports
- Searching or displaying columns for field data that is grouped under the 'Secure' grouping.
Contact Record
- Field data that is grouped under the 'Secure' grouping within the Personal tab.
- Notes, Activities and Emails that either have no visibility permissions set within the Recent Activity section, or that have the 'Secure' visibility permission set.
Social Security Number Field
If your school needs to collect social security numbers for any contacts, it's important to understand some best practices for collecting such sensitive information, and how it's displayed in the system.
Best Practices
- Only assign the social security number field to the "Secure" field grouping. Then, check everyone's permissions within Settings > Portal > Admin Portal Accounts so that only team members with the "Secure" permission checked off can view this information.
 - We do not recommend marking the field as searchable within the fields page.
 - If this field is chosen to be displayed within the contact record (set from the fields page or the contact layout page), only the last 4 digits will display, and to view/edit the whole number, you must select to Edit it through a Show/Hide button.
Please check out our Hide from Form and SSN Privacy article to learn more details about how we manage SSN number fields in Finalsite Enrollment.
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