AllVoices offers role and rule based access, which determines who has default access to new reports and cases. To manually adjust and manage admin access at the individual report and case level, use the Manage Access box.
For full visibility into which admins have access to a specific report or case, click into the report or case and click Manage next to Admins with access.
This view will show you the complete list of admins at your organization that currently have access to the specific report.
- Primary Admins and Owners have default access to all cases and reports unless manually blocked.
- Sub Admins can be granted access via routing rules, if assigned, or if added under ‘Manage Access’ by another admin with access. They also have default access to any cases they create.
- Viewers can be granted access via routing rules or if added under Manage Access by another admin with access. Viewers cannot be assigned as this is a view-only role.
Assigning an admin to a report or case immediately grants them access and sends them an email notification that they have been assigned.
NOTE: It is critical to assign an admin to all reports, as the assigned admin is the sole admin to receive new message notifications from the reporter.
How to assign an admin
To assign an admin, visit the Assign Admin dropdown on the report or case.
All admins in your organization are listed in the Assign Admin dropdown, irregardless to whether they currently have access, unless they have been explicitly blocked. If you select an admin that does not currently have access, you will be prompted to first grant them access before assigning.
NOTE: Unassigning or reassigning an admin does not automatically revoke their access. The only way to revoke access is to do so under Manage Access.
To add a new admin to a case or report click Manage next to Admins with access.
Enter the admin's name into the lookup, select the admin from the dropdown, and press ADD. The admin will then receive an email notification that they have been added.
If you do not find the admin you want to add, they are most likely not yet an admin in AllVoices. Reach out to your AllVoices Account Manager to get them signed up.
NOTE: Sub Admins who are granted access will be able to view messages, but only Sub Admins who are the assigned admin will have the ability to send messages to the reporter.
Blocking an admin removes them from the Assign Admin dropdown, as well as the Manage Access lookup, to ensure they cannot be added or assigned. If the admin has default access or was previously granted access, their access is immediately revoked upon blocking.
This feature is meant to be used for instances in which an admin needs to be prevented from accessing a report; for example when they are the subject of the report. This functionality is different than removing an admin, as it disables their ability to be added to that report later on.
How to block an admin
To block admins, navigate to Manage Access on the report or case.
There are two ways to block admins:
1. For admins that currently have access to the report:
a. Click Manage next to Admins with access.
b. Click the three dots next to the admin’s name and select Block.
2. For admins that don’t currently have access to the report:
a. Click Manage next to Blocked admins.
b. Enter the admin’s name you would like to block, and press Block. This view will show you all admins that are currently blocked from the report or case.
How to unblock an admin
Click Manage next to Blocked admins
Click the three dots next to the admin’s name and select UNBLOCK.
NOTE: Admins are not notified when blocked or unblocked. Unblocking Primary Admins and Owners immediately grants them access due to their default permissions. Unblocking Sub Admins and Viewers does not immediately grant them access, but they can be added under Manage Access.
Who can block?
Sub Admins with access to the report or case can block themselves, other Sub Admins or Viewers, but they do not have the ability to block Primary Admins or Owners. Owners and Primary Admins have the ability to block any admin including themselves. Viewers cannot block other admins as this is a view-only role.
What happens when an admin blocks themselves?
If an admin blocks themselves, they no longer have access and cannot unblock themselves. The report or case will disappear from their dashboard. They must be unblocked by another admin with access.
Admins can be removed from a case or report under Manage - Admins with access. Unlike blocking, when an admin is removed they can easily be added back under Manage Access, or by assigning them to the report or case.
Who can remove admins?
Anyone with access to a report can remove another admin. Sub Admins with access, Primary Admins, and Owners all have the ability to remove Sub Admins and Viewers from the report or case.
Primary Admins and Owners cannot be removed from reports or cases as their role grants them default access. The only way to revoke a Primary Admin or Owner’s access is to Block them (see Blocking Admins above).
Viewers cannot remove admins as this is a view-only role.