Administrators can restrict Initiatives to specific Groups and/or users. These restrictions ensure that only designated users can view that Initiative page while completely blocking access for all other end-users.
Access configurations can be made in several different ways, depending on what works best for you. Let's learn more below!
Access Groups List
Access Groups (formerly called Participants)
The Access Groups list for each Initiative can be found under Pipeline Setup > People > Access Groups. This page lists all of the individual users and Groups that have been assigned to an Initiative and are permitted to access it.
In the General Access section, use the search box to find and select the individual users and Groups that should have access when the site launches. Selected entries appear in the Added list on the right, and a running total at the bottom shows how many users will have access. If you have a spreadsheet of emails, you can import them as a User Group directly from this page.
There is no limit to the number of Groups and individual users that can be added to General Access. Use the search box to manage large lists. For very large audiences, adding Groups rather than individual users is still recommended for easier ongoing management.
For time-boxed Initiatives that have the Scheduler enabled, the Access Groups page will display an additional section labeled Early Access, alongside General Access. Updating the Access Groups list will also update the Groups list.
Users can still be added individually to an Initiative under Pipeline Setup > People > Access Groups or through the Share popup from the Site Homepage. All non-Admin end users must be included in the General Access list (as an individual or as part of a user Group) for an Initiative to gain access to it. Initiative Admins will always have access to the Initiative, regardless of whether they are part of a designated Access Group.
Restricting Groups within System Setup
The alternative method to restrict Groups is under System Setup > Initiatives > Manage Initiatives
From the dropdown list, you can choose the Initiative you want to manage. Once the Initiative has been selected, you can either search for a specific Group by name or choose the ALL selector to scroll through the complete list to find the Group you are looking for.
After the Group(s) have been selected, clicking the (>>) button will add the Group(s) to the Assigned Groups section. Remove a Group by clicking the Remove Selected button. You will need to Save Changes when you are done for the update to take effect.
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- Users can still be added individually to an Initiative under Pipeline Setup > Access Groups or the Share popup from the Site Homepage. Those individual users will be added to a Group that is automatically created for the Initiative.
- Note: Action Item assignees for the Initiative will also receive access, even if they are not included in a designated Access Group.
- Note: Initiative Admins will always have access to the Initiative, regardless of whether or not they are part of a designated Access Group.
- Note: All non-Admin end users must be part of a user Group and added to the General Access list for an Initiative to gain access to it.
Restricting by Email Domain
To learn more about restricting a System or Initiative via email domain, check out this support article here.
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