Manage Security Policies for Staff Members

You can use the Staff Policy Assignments page to view, assign, change, and remove the security policies that control access to the:

• Types of documents configured by your institution (document polices) 

• Tasks that staff members create using the task templates configured by your institution (task policies) 

To make it easier to assign policies, you can select multiple staff members at once.

You can also manage policies for individual staff members on their Contact Manager page. See Add or Edit Contact Manager Settings for Staff.

Anthology Student does not filter the page to display only the staff members associated with the campuses for the staff members using the page. It displays all staff members for all campuses. You can filter the list by specifying all or part of the name in the search box at the top of the page.

If you change a policy and the new policy does not have permissions for their existing:

• Documents, they can view but cannot work with their existing documents. For example, if a staff member added a document with a due date, they can view but cannot change the due date for the document.

• Tasks, they can work with their existing tasks. For example, if a staff member was assigned a task, they can still view, edit, and close those tasks.

If you remove a policy and do not specify another:

• Document policy for the staff members, they can view but cannot work with those existing documents. For example, if a staff member added a document with a due date, they can view but cannot change the due date for the document.

• Task policy for the staff members, they can work with their existing tasks. For example, if a staff member was assigned a task, they can still view, edit, and close their existing tasks.

Prerequisites

To: 

• View the page, you must have Contact Manager – Settings – View authorization

• Assign, change, or remove security policies, you must have Contact Manager – Settings – Manage authorization

To assign or change security policies, you must have configured the types of policies you want to use. For: 

• Documents (Select the Settings tile > expand Contact Manager > select Document Policies in the tree.)

• Tasks (Select the Settings tile > expand Contact Manager > select Task Policies in the tree.)

While you can assign or change policies at any time, your institution must selected Yes for these fields on the General page for Anthology Student to enforce security using the policies. (Select the Settings tile > expand Contact Manager in the tree > select General.)

• Use Document Policies Select Yes to specify that you want Anthology Student to use policies to filter the documents so that staff members only work with tasks relevant to their role.

• Use Task Policies Select Yes to specify that you want Anthology Student to use policies to filter the tasks so that staff members only work with tasks relevant to their role.

Access Method

Select the Settings tile > expand Contact Manager in the tree > select Staff Policy Assignments.

Procedure to Assign or Change Policies

You can select more than one staff member at a time. You: 

• Can select a maximum of 50 staff members at once

• Must select the staff members one page at a time

For example, if you select 5 staff members on the first page, 6 staff members on the second page , and then select one of the Assign buttons on the second page, Anthology Student only assigns the policy to the 6 staff members on the second page.

1. Review the list of staff members.

   Date Modified The date when the item was changed. On some pages, it also includes the timestamp for the time. Document Policy The name of the document policy that controls access to the types of documents and the statuses that can be selected for those documents. Policies are configured by your institution. Modified By The name of the person who changed the item.

   Name The last name and first name of the staff member. Task Policy The name of the task policy that controls access to the tasks that staff members create using the task templates configured by your institution.

2. Select one or more staff members.

3. Select the appropriate button for the type of policy you want to add. For: 

   • Documents, Assign Document Policy

   • Tasks, Assign Task Policy

4. On the dialog, select the policy in the list and select the Save button.

   Anthology Student displays the page with the new or changed policies in the Document Policy and Task Policy columns.

The staff members must log out of Anthology Student and log in again for the changes to take effect.

Procedure to Remove Policies

You can select more than one staff member at a time. You: 

• Can select a maximum of 50 staff members at once

• Must select the staff members one page at a time

For example, if you select 5 staff members on the first page, 6 staff members on the second page , and then select one of the Remove buttons on the second page, Anthology Student only removes the policy to the 6 staff members on the second page.

1. Select one or more staff members.

2. Select the appropriate button for the type of policy you want to remove. For: 

   • Documents, Clear Document Policy

   • Tasks, Clear Task Policy

3. On the dialog, confirm that you want to remove the policy.

The staff members must log out of Anthology Student and log in again for the changes to take effect.