#8784: Feedback - NEW Functionality - Confidential Records

Support Ticket(s): ION-1691, ION-107

Old Support Ticket(s): VCO-872-14557

You asked, we listened. We have now introduced the ability for your staff to enter confidential feedback records that are only accessible by specific staff dependent upon configuration (see below) and who the staff member picks as the Assignee to that confidential record. The rules apply to the record, alert recipients and when reports are generated.

When can I see, get alerts and report on a Confidential record?                                        
1. If I am a selected Confidential Assignee (regardless of security policy)
2. If I am a Confidential Administrator (regardless of security policy)
3. If I am entered as a Person Responsible (regardless of security policy / confidential setting)
4. If I am assigned to an Open action (regardless security policy / confidential setting)   
 
SETTING UP FOR CONFIDENTIAL RECORDS

Custom labels – to allow users to enter confidential record via the core database
Feedback - Settings > System Settings > Custom Label > Suggestion Detail


Compliance Portal Settings – to allow users to enter confidential records via the portal
Feedback - Settings > Apps Settings > Compliance Apps > select the Feedback Section


Confidential Assignees – The positions visible for selection for alerting/access purposes when a record is ticked as confidential
- Set up at Governance > Position > Select a position
- new checkbox exists: "Visible in Suggestion Confidential Administrator / Assignee List"

Note: This step must be completed prior to selecting Confidential Administrators

Confidential Administrators – the positions that have access to ALL confidential records
- Set up at Settings > System Settings > Organisation > Confidential Administrator section


Confidential Assignee Alerts – Templates to be created to send To: Confidential Assignee
- Reminders > Setup > alerts to consider setting up for Confidential Assignees are listed below.

Confidential Administrator Alerts – Templates to be created to send To: Confidential Administrators
- Reminders > Setup
Alerts to consider setting up for Confidential Assignees are listed below.
  • On Suggestion Created
  • On Suggestion Created Remote
  • On Suggestion Follow Up
  • On Suggestion Review

Auto Scheduled Reports - Any reports you have scheduled to send on a recurring basis will exclude Confidential records.
                                           - To ensure confidentiality at all times, it is not possible to schedule a report that lists confidential records. All confidential records can only be viewed within ionMy via either the record or in online reports.
 

PROCESSING CONFIDENTIAL RECORDS
Assuming that all configuration steps above have been completed, you are now ready for users to safely submit confidential records, knowing that the information they provide is only accessible by a select number of staff.
When entering records, the user ticks the “Is this a Confidential Record” checkbox. This then presents a new list of options to select their preferred confidential assignees that will have access to the record and receive alerts.


The user guide for this can be found at: https://ionmy.atlassian.net/wiki/spaces/ION/pages/1176305665/Confidential+Feedback+Records

Please contact support@ionmy.com.au should you have any questions.