Student Success Hub Sharing Settings

Account Sharing Settings

The organization-wide default sharing setting for Account is Public Read/Write for internal access and Private for external access.

As part of setting up Launchpad Agenda or Pathways, we recommend that you keep external access Private and use sharing rules to expand access as needed. For example, you can set up a sharing rule to allow students to see Accounts related to a specific department or academic program. Student Success Hub installs a couple of samples in higher ed orgs to get you started.

In K-12 orgs, consider setting internal access to Private and using sharing rules to expand access-based criteria that make sense for your school or district.

Alert Sharing Settings

In higher ed orgs, the organization-wide default sharing setting for Alert is Public Read/Write for internal access and Private for external access. Alerts may contain sensitive information, so as part of setting up Alerts, we strongly encourage you to restrict baseline access to Alert records. We recommend changing sharing settings to Private for both internal and external access.

In K-12 orgs, the organization-wide default sharing setting for Alert is Public Read/Write for internal and external access. Because Alerts may contain sensitive information, we strongly encourage you to restrict access to Alert records as much as possible and set internal access to Private.

By default, the creator of each Alert is the owner of the Alert. With organization-wide default sharing set to Private, the Alert owner has full edit access. Others who can access an Alert include:

• The Alert creator, even if the Alert owner has changed. When the Alert is created, Student Success Hub creates a manual sharing record that gives the creator full edit access.
• Users above the Alert owner and creator in the role hierarchy, if you've granted access using hierarchies.
• Users to whom you've extended sharing, using sharing rules. This includes users above them in the role hierarchy, if you've granted access using hierarchies.

Student Success Hub includes a sample sharing rule for Alerts in both K-12 and higher ed orgs.

Appointment and Appointment Attendee Sharing Settings

The organization-wide default sharing setting for Appointment is Private for both internal and external access. Student Success Hub automatically shares appointments created by an Organizer with an Attendee.

For example, when a support staff member creates an appointment for a student, the appointment is shared with the student, which lets them see the appointment in the portal. This automation is controlled by a trigger with the class name AttendeeAppointmentSharing_TDTM. Only disable this trigger if you plan to create your own sharing rules.

Sharing for Appointment Attendee is Controlled by Parent and can't be edited independently of sharing for Appointment.

Appointment Location Sharing Settings

The organization-wide default sharing setting for Appointment Location is Public Read Only for both internal and external access. This setting allows a support staff member's Appointment Locations to be used by other support staff and by students in the portal when scheduling appointments with that person. If you have concerns about privacy, change external access to Private and use a sharing rule to allow access only to students in a specific role or group.

Availability Sharing Settings

The organization-wide default sharing setting for Availability is Public Read Only for both internal and external access. This setting allows support staff and students in the portal to see a support staff member's availability, but not edit it.

Availability Location Sharing Settings

The organization-wide default sharing setting for Availability Location is Public Read Only for both internal and external access. This setting allows a support staff member's Availability Locations to be used by other support staff members and by students in the portal when scheduling appointments with that person. If you have concerns about privacy, change external access to Private and use a sharing rule to allow access only to students in a specific role or group.

Availability Topic Sharing Settings

The organization-wide default sharing setting for Availability Topic is Public Read Only for both internal and external access. This setting allows a support staff member's Availability Topic to be used by students in the portal when scheduling appointments with that person. If you have concerns about privacy, change external access to Private and use a sharing rule to allow access only to students in a specific role or group.

Calendar Sharing Settings

The organization-wide default sharing setting for Calendar is Hide Details and Add Events. This setting allows support staff members to schedule appointments for each other by default, and allows them to add Events to each others' calendars. The User creating the Event can see whether the other User has time available for scheduling, but can't see any other details about Events in the other User's calendar.

See Set Up Appointment Scheduling for Your Org.

Note

Support staff can choose to extend access to their Calendars by editing their own sharing settings. On the Calendar tab, they can click the action menu next to the My Events calendar and select Share Calendar to specify different levels of access.

Case Sharing Settings

The organization-wide default sharing setting for Case is Public Read/Write/Transfer for internal access and Private for external access.

We recommend keeping Default External Access as Private. For Default Internal Access, do what makes sense for your institution. For example, you may set internal access to Private and create a sharing rule that shares Student Record Cases with support staff.

Student Success Hub installs a sample sharing set in higher ed orgs that gives students in the portal access to their Cases and Course Connections.

Contact Sharing Settings

For internal access, determine what makes sense for your institution. For example, specify Private or Public Read Only and use sharing rules to expand access as needed.

As part of setting up success teams in a portal, set the Default External Access to Private. This allows Contacts' names to appear in the Success Team component in the portal, but doesn't display those names as hyperlinks. (Typically, you don't want students to have access to Contact record detail pages, but you do want to show that a Contact is on someone's success team.) Specifying any other configuration for Default External Access to Contact can cause problems: Either Contact names won't be visible in the Success Team component, or they'll be visible and link to error pages or to other Contact record pages.

Course Sharing Settings

A course's parent is an Account. The organization-wide default sharing setting for Course is Controlled by Parent, for both internal and external access. You can't change this setting.

Course Bookmark Sharing Settings

The organization-wide default sharing setting for Course Bookmark is Private for both internal and external access. As part of setting up Pathways, we recommend setting internal access to Public Read/Write. Then, use sharing rules and sharing sets to extend access to students. For example, from the Digital Experiences Settings page, create a sharing set associated with your student profile that restricts records to those assigned to the Contact user.

Course Connection Sharing Settings

The organization-wide default sharing setting for Course Connection is Public Read/Write for internal access and Private for external access. Change internal access if it makes sense for your school.

Keep in mind, Course Connections may contain sensitive information. If external access is Public Read Only—or any other public level—all users in a portal can view all Course Connections, whether theirs or not.

When setting up Launchpad Agenda in a portal, we recommend keeping external access Private and using sharing rules and sharing sets to extend access to students. For example, from the Digital Experiences Settings page, create a sharing set associated with your student profile that restricts records to those assigned to the Contact user. Student Success Hub installs a sample sharing set that you can use for this purpose.

Course Offering Schedule Sharing Settings

The organization-wide default sharing setting for Course Offering Schedule is Public Read Only for external access. Keep it that way if you're setting up Launchpad Agenda. Students need access to Course Offering Schedule and Facility to see their Courses in the Launchpad Agenda component in the portal.

Facility Sharing Settings

The organization-wide default sharing setting for Facility is Private for external access. As part of setting up Launchpad Agenda, we recommend setting external access to Public Read Only. Students need access to Course Offering Schedule and Facility to see their Courses in the Launchpad Agenda component in the portal.

If you're using the Facility object for Queue Waiting Rooms, we recommend setting internal access to Public Read Only or Public Read/Write (the default).

Personal Program Plan Sharing Settings

The organization-wide default sharing setting for Personal Program Plan is Private for both internal and external access. As part of setting up Pathways, we recommend setting internal access to Public Read/Write. You can use sharing rules and sharing sets to extend access to students. For example, from the Digital Experiences Settings page, create a sharing set associated with your student profile that restricts records to those assigned to the Contact user.

Plan Requirement and Program Plan Sharing Settings

The organization-wide default sharing setting for both Plan Requirement and Program Plan is Public Read/Write for internal access and Private for external access.

As part of setting up Pathways, we recommend the following:

• If you have Plan Requirement records that you don't want support staff to see, set internal access on both objects to Private.

• If you want all of your Plan Requirement records to be shared with support staff, change internal access on both objects as Public Read Only. Then, if you only want certain staff members to edit Plan Requirements, create sharing rules to extend access to the internal users that you want to edit Plan Requirements.

Prediction Sharing Settings

The organization-wide default sharing setting for Prediction is Private for both internal and external access.

To allow support staff who are using the Students Not Served component to see students who are on their case team or success team but whose records they don't own, you can either:

• Change Default Internal Access to Public Read Only, or

• (Recommended) Keep Default Internal Access as Private and create a sharing rule to give support staff access to records owned by other staff members on their case team or success team.

Program Enrollment Sharing Settings

The organization-wide default sharing setting for Program Enrollment is Public Read/Write for internal access and Private for external access.

Change internal access if it makes sense for your school. Keep in mind that Program Enrollments may contain sensitive information, and be sure you adhere to FERPA regulations.

Program Enrollment records may contain sensitive information, so if you're using Student Success Hub for other purposes, such as advancement, and you don't want to share these records with all internal users, you may want to set both external and internal access to Private. Then, extend access with sharing rules and sharing sets (making sure that you adhere to your institution's FERPA regulations). For example, from the Digital Experiences Settings page, create a sharing set associated with your student profile that restricts records to those that include the Contact's ID.

Queue Waiting Room Resource Sharing Settings

The organization-wide default sharing setting for Queue Waiting Room Resource is Public Read Only for internal access and Private for external access. Students don't need access to Queue Waiting Room Resource records.

Success Plan and Success Plan Template Sharing Settings

The organization-wide default sharing setting for both Success Plan and Success Plan Template is Private for internal and external access. As part of setting up Success Plans and Success Plan Templates, change defaults and/or create sharing rules to extend access as needed. For example, you may want to create a sharing rule to ensure that all support staff can view all Success Plans and Success Plan Templates. Student Success Hub installs sample sharing rules for both Success Plans and Success Plan Templates to get you started.

Support Pool Sharing Settings

The organization-wide default sharing setting for Support Pool is Private for both internal and external access.

As part of setting up Support Pools, you can either:

• Change the Default External Access to Public Read Only, which makes all Support Pools visible to all students, or

• (Recommended) Keep Default External Access as Private and create a sharing rule to give students Read access to one or more specific Support Pools.

Topic Sharing Settings

The organization-wide default sharing setting for Topic is Public Read/write for internal access and Public Read Only for external access. We recommend that you change the default to Public Read Only for both internal and external access. If you want to let users create or edit Topics, or customize appointment lengths by Topic, use a sharing rule. Student Success Hub includes a sample to get you started.

Sharing for the related Queue Topic Setting, Role Topic Setting, and User Topic Setting objects is Controlled by Parent and can't be edited independently of sharing for Topic.

User Sharing Settings

The organization-wide default sharing setting for User is Public Read Only for internal access. As part of setting up success teams, don't further restrict internal access. Otherwise, users won't be able to look up and collaborate with other success team members.

Default external access is Private. Keep it that way. You don't want students in a portal to have wide open access to all Users in your org. However, in order for appointment scheduling to work in the portal, create a sharing rule to share Users who have the support staff role with students in the portal. Student Success Hub installs a sample in higher ed orgs to get you started.