When you set up data stewards in InterAction, you must give them permissions and access rights that allow them to complete their responsibilities. The easiest way to give users the permissions and access rights they need is to set up groups for the different data stewards you have at your organization and then to assign those groups access rights and permissions.
For more information on the role of maintaining data quality and data stewards, see The Role of Maintaining Data Quality.
Data stewards need the following permissions to clean up data in the firm list:
- Permission to merge all duplicate contacts
- Permission to access the data quality tools, including Data Minder
If data stewards are going to be responsible for managing the changes users make in the Web Client, you must also set those users up as Data Change Management users or members of a group that is a Data Change Management group. You may also want to give users that are responsible for managing user changes permission to modify the contact types and rule sets that decide which user changes are managed.
Finally, you should be sure that data stewards have the access rights they need to work in InterAction. For example, the data steward or group that is primarily responsible for changes made to contacts of a certain contact type should have folder administration access rights to the contact type.
Organizations using the InterAction Data Minder must configure the application so that data stewards or administrators have access to that tool. This access is covered in the InterAction Data Minder Guide.
By giving users permission to modify contact types, you are giving users the ability to manage all contact types. This is a very powerful feature. If you give this permission to users, make sure users know the ramifications of changing settings for a contact type before they make modifications.
For more information on giving data stewards the appropriate access, see the following sections:
- Setting Up User Groups for Data Stewards
- Assigning Users Permission to Merge Duplicates
- Assigning Users Permission to Run Association Cleanup
- Giving Users Data Change Management Responsibilities
- Assigning Users Permission to Manage Contact Types
- Assigning Users the Data Quality Permission
Setting Up User Groups for Data Stewards
InterAction provides groups that you can use for data stewards. These groups are provided out of the box because they tend to be the owners of the major contact collections in organizations. These groups are the following:
- Data Administrators
- Marketing
- Firm Personnel Administrators
- Client Administrators
These groups are primarily used for Data Change Management and are assigned ownership for the provided Contact Types.
Data Minder configuration requires that a user group be specified for access to the tool. The Default group is Data Administrators. Those users can access Data Minder via the Windows Client and have access to the Data Minder tools, including data normalization and duplicate management.
You can create other groups for data stewards to supplement these groups. For example, you may want to create a generic “data stewards” group that contains all users that are data stewards. You can use this group to quickly give all data stewards permissions and access rights to perform data cleansing tasks.
For instructions on creating groups, see the Administering InterAction guide.
Assigning Users Permission to Merge Duplicates
Since no users should have delete access to the public folders, InterAction includes a special Merge All Duplicates permission. Users with this permission can merge duplicates regardless of access rights to the folders. This permission also overrides the contact detail access rights.
Note that all users can merge duplicates, provided they have appropriate access rights to the folders containing the contacts. The permission grants access to merge duplicates regardless of the folder access rights.
Assigning users Data Quality permissions gives users the ability to merge duplicate contacts using Multi-Contact Duplicate Merge, however it does not give users permission to merge contacts through other methods. Users who have the Data Quality permissions should always be assigned the Merge All Duplicates permission as well.
Set Merge All Duplicates Permission
- On the main window of InterAction Administrator, double-click User Account and Group Configuration.
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Choose Permissions.
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On the Permission Settings dialog, select the group that is allowed to Merge duplicate contacts and choose OK.
Typically this should be the data steward, data manager, or the same group that you chose for other data quality permissions.
Assigning Users Permission to Run Association Cleanup
Because association cleanup can change a large amount of contact data quickly, InterAction includes a special Association Cleanup permission. Users with this permission can perform association cleanup on any folder for which they have the required add and delete access rights.
Assign Users Association Cleanup Permission
- On the main window of InterAction Administrator, double-click User Account and Group Configuration.
- Choose Permissions.
- Select the group allowed to Perform association cleanup.
- When finished, choose OK.
Giving Users Data Change Management Responsibilities
Before your organization can begin monitoring changes made by users through Data Change Management, you must assign your data stewards Data Change Management responsibilities.
Users or groups can be given the Data Change Management designation. After a user or group is given this designation, they can be set as the owner of a rule set or contact type. The owner of a rule set or contact type is the user or group of users who are responsible for managing any data changes made to contacts to which the rule set or contact type applies. For each rule set or contact type you set up, you must specify an owner.
Assigning Users Permission to Manage Contact Types
Before a user can configure a contact type, the user must be given permission to manage contact types. The permission to manage contact types allows users to create, edit, and delete contact types.
Typically, you want to give this permission to users who need the ability to “dial up” or “dial down” the level of restriction your organization has set up for user changes. For example, if a data steward notices that several contacts in the firm list need to have their phone numbers cleaned up, the data steward can “dial up” the restrictions used for a contact type and begin monitoring phone number changes that users make to contacts.
Give Users Permission to Manage Contact Types
- On the main window of InterAction Administrator, double-click User Account and Group Configuration.
- Choose Permissions.
- Select the group allowed to Manage contact types.
- When finished, choose OK.
Assigning Users the Data Quality Permission
To enable users to be able to access the data quality features, a Data Quality permission must be set. Only when users have been assigned this permission can they view and access the Data Quality menu.
The Data Quality permission can only be set for the System Administrator or a group. It cannot be set for a specific user. Out of the box, it is set to the provided Data Administrators group.
When users are assigned the Data Quality permissions, they are able to use all of the data quality features, regardless of access rights. With data quality permissions, a user only needs Read access to a folder that contains the contact in order to be able to perform data quality tasks. Because of this, the data quality permission should only be assigned to the System Administrator or the Data Administrators group provided with InterAction. See What Does the Data Quality Permission Allow Users to Do?
Because all users should not be allowed to complete these tasks, the data quality permission should be set for a specific group of data stewards only.
Set the Data Quality Permission
- On the main window of InterAction Administrator, double-click User Account and Group Configuration.
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Choose Permissions.
- Select the group that is allowed to Access data quality features and choose OK.
What Does the Data Quality Permission Allow Users to Do?
When you have permission to access the data quality features, you have access to use the features on every contact you can “see” (any contact located in a folder to which you have Read access). This overrides all access rights you have to a folder. However, some data cannot be updated, despite this permission.
Contact data owned by an external system is brought in through Application Collaboration and is often updated by this external system. This contact data cannot be updated by the data quality features. For example, a phone number owned by an external system cannot be merged into another phone number.
When this situation occurs, you will see one of the following:
- The information will not appear as an option. For example, contact data owned by an external system is not included when using the Find and Replace feature.
- The information appears, but cannot be selected. For example in the Multi-Contact Duplicate Merge feature, you cannot select a contact that is not from an external system as the “good” contact when merging it with a contact owned by an external system.
The Data Quality permission has no effect on Data Change Management. For information on setting up Data Change Management users and groups, see Giving Users Data Change Management Responsibilities.
Specifying Your Advanced Data Quality Features License
To access the following data quality features, you must enter your data quality features license in InterAction Administrator:
- Advanced import (see the Loading Data into InterAction guide)
- Export addresses (see the Loading Data into InterAction guide)
- Data quality reports (see Out-of-the-Box Data Quality Reports)
The data quality features license is the same as your Application Collaboration license key. If your organization has not purchased Application Collaboration, you cannot access any of these features.
Enter Your Advanced Data Qualilty Features License
- Log on to InterAction Administrator.
- Choose Administer > Manage InterAction Licenses.
- Highlight Advanced Data Quality Features and choose Edit.
- Enter your Application Collaboration license key. This key can be found on the license card shipped with the InterAction software.
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Choose OK.
You only need to perform this task on one workstation and the features are available to all users the next time they log on to the InterAction Windows Client or Administrator.