Making an event confidential hides the event description and account information from any users who do not have permission to view confidential events. Instead of displaying the event's information, a description and account information configured by the user displays. In addition, users who do not have access to confidential events are prevented from seeing or accessing the event details. This feature is often used for events booked in your venue but not public knowledge yet, or for events involving high profile attendees which require confidentiality for security purposes.
In this article:
Grant Access to Confidential Events
Before making any events confidential, configure which users have access to confidential events and which do not have access.
First, add the Confidential Events access privilege:
- Navigate to the Access Privileges page and select the Allow Access to Confidential Events access privilege.
- Select the Access Privilege Details tab.
- Click Manage. The Assign Access Privileges window opens.
- Select the users and/or roles to have access to confidential events.
- Click the single right arrow button to move them to the Selected section.
- Click OK.
Next, grant access to the Confidential Event feature. This allows users to view the sections and actions related to the confidential events. Users with this access can make events confidential as well as view the information for confidential events.
To grant this access:
- Navigate to the Roles page and select the role which needs access to confidential events.
- Select the Features tab.
- Click Manage. The Add Feature To Role window displays.
- Search for Confidential Events in the Available section on the left.
- Click the green plus sign next to the Confidential Events feature to move it to the Selected Features section on the right.
- Click OK.
Make an Event Confidential
Once the Confidential Events feature has been assigned and access privileges have been configured, an event can be made confidential. To make an event confidential:
- Navigate to the Events page and select the event to be made confidential.
- Right-click and select Tools > Confidential Events > Make Confidential. The Add Confidential Event window opens.
- In the Description, Event field enter the event description to display to users who do not have access to confidential events.
- Select the account and contact to display to users who do not have access to confidential events. Click on the hyperlinks to update the account and contact descriptions.
- Click OK. The account is now confidential.
Make a Confidential Event Public
To make a confidential event public:
- Navigate to the Events page and select the event to be made public.
- Right-click and select Tools > Confidential Events > Make Event Public.
- In the confirmation pop-up, click Yes. A confirmation prompt displays notifying you the event has been updated and the information is now available to all users.
Comments
16 comments
When an event is marked as confidential, does it still block of the times in the event & booking calendars?
0 upvotes
Martin,
Yes, confidential events will still be shown on the calendars. This is because they are still booked and we wouldn't want to make it seem like those spaces/times are open and available if they aren't. When an event is confidential, the event description/name and account will be masked as noted in this article, but it will still be visible on the calendar.
I hope that helps!
Thanks,
Quentin
0 upvotes
Thank you Quentin, this is exactly the behavior we were hoping for.
Martin
0 upvotes
I've been doing a bunch of testing and one thing that I can't quite work out is the difference between the Access Privilege "Allow Access to Confidential Events" and the "Confidential Events" element (#2604).
I think I want 3 sets of users.
1) Full Access. This Role would have the ability to see, edit confidential events, as well as marking them as confidential and public.
2) View Sanitised. This Role would be able to see there is an event but see the 'Confidential Event' and 'Confidential Account' descriptions. Restricting their ability to see the Activities and Documents may also be needed to ensure that no give-aways were visible either.
3) No access. This Role would not see the event in the listing at all (but would see it sanitised in the calendar per the above post)
What access would be required by each of these?
Thanks.
0 upvotes
I have another query on this.
How do we update the 'real' Event Description while the event is confidential?
I tried the Description - Confidential Events field but this is read only.
I tried marking the event as Confidential again and editing the description there but I get an error saying "This record already exists, please change the code and try your request again" but there is no "Code".
It would seem that at present you must make an event public to update it's description. This seems highly risky and against the purpose of the feature.
Please advise.
0 upvotes
Hi Sean,
I have a few answers that will hopefully help. First, the easy one... There currently is not a way to update the real Event Description while an event is still marked as confidential. You're correct in that you'd need to make the event public, update the description, and then make it confidential again. The confidential events workflow wasn't really intended to do much more than the masking of the description and account names that it does today. I don't believe we had a business case for needing to change the real name in the background when it was implemented.
The "Confidential Events" element (2604) you're referencing is really just the group action for the Event > Tools menu. That group contains the actions for "Make Confidential" and "Make Event Public." You can use access management to hide or restrict these actions for your users.
For the Access Privilege "Allow Access to Confidential Events" - To my knowledge, that plus access management changes will meet all 3 of the needs you listed. For #1 and #3, the access privilege alone should do the heavy lifting there and accomplish what you need. For #2, you should just be able to allow access to confidential events, but maybe lock down some of the other actions like Edit Event, the Confidential Events group action, any other sections or fields you'd want to hide, etc.
I hope that helps!
Regards,
Quentin
0 upvotes
Thanks Quentin,
So is it possible to turn the 'Description - Confidential Events' field into an editable field for those with the correct access? I think this feature will be ditched by the users if the proposed workflow is to make it public, update, make confidential. I'm not sure exactly how I could sell that to them.
0 upvotes
Sean,
I believe that could be possible, but I'm not aware of any technical limitations we might see in looking to do that (I know there's a different table involved). It will require an enhancement request to bring that under development consideration. I wouldn't be able to promise a specific delivery date or release version at this time, since it may be more complex than what I'm thinking.
Feel free to email me outside of this page if you'd like to discuss the topic further. I'd be happy to discuss the business case, pros/cons, etc.
Thanks,
Quentin
0 upvotes
Hi,
This option is valid in which version. We cannot find the feature tab in edit role window and tools menu in edit event.
We are V19.5
Thanks,
Bac
0 upvotes
This feature was added as a new enhancement only in v20, not in v19.
0 upvotes
To clarify a few things...
If a user has both the Feature and the Access Privilege assigned, there are columns that can be added to the grid and/or layout that will display the actual Event Description and Account, among others. Look for Description - Confidential Events and Account - Confidential Events under the Confidential Events Group when assigned.
If a user has only the Access Privilege, and not the Feature, the user will be able to see the Confidential Event details, other than the Event and Account information, but will not have access to the Confidential Events columns to display the actual information.
If the user has the Feature, but not the Access Privilege, or neither, the user will be able to see the bookings/event on the Calendar, but will be prevented from opening the Edit Event window, and will not have access to the pertinent details or be able to search on list pages for the event.
0 upvotes
Hello,
I am wondering if there is a way to make a space confidential in the same way. This feature works really well, but we want all events in a few spaces confidential. So, using this feature we have to keep setting each event as confidential.
The Add/Change/Delete Bookings by Space doesn't limit viewing the details of the event so that isn't an option for us.
Thanks,
Michelle
0 upvotes
Ah, hello again, Michelle. Seems I just answered your other question and sent you here. Today we do not have the ability to control the confidentiality of events by which space the event is booked in. It is designated on an event by event basis.
0 upvotes
Hello,
somehow we don´t have the option to grant access via the featueres tab.
We only can do it via the main menu access privilige and on the role and tab access privilige. But features is not showing it.
also we cannot see the account or contacts or event when it´s confidential. In our understanding only user which no right to view confidential events cannot see it. Users and roles with this access privilieg should still see it.
Thanks and kind regards
Christine
0 upvotes
Christine Frank This sounds like something that our Support team should dig into. Please enter a support ticket (click Submit a Request at the top of this page) so they can take a look.
0 upvotes
I am trying to understand why we would need to change the status to public in order to book space. While the event is " public" it could easily be seen by unauthorized users. Maybe I am missing something? thx!
0 upvotes
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