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Privacy – Teams

Teams are created and are editable only by your Organization (account) Administrator(s). When they create your Team(s), they will also assign the privacy for those Teams.

Setting a Team to Public gives all Team Members and Organization Members access to view and interact with all of the content and collaboration contained in that Team..

Private Teams only allow members of that Team to view and access all of the Team and Project information and Collaboration. Items contained and accessible in a Team are:

  • Projects (and all of the Project-specific Meetings, Action Items, Files, and Newsfeed)
  • Team-level Meetings, Action Items, Files, Newsfeeds, and collaboration.
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Privacy – Projects

Projects are groupings of people and content in your MeetingSense Organization under a specific Project name. Projects are essentially digital rooms that can be set up for a specific group of users to access Project content. Project access can be set when you create a Project.

Public Projects give content access to all Project Members and Team Members (If the Project is part of a Team), or the entire Organization (if the Project is created at the Organization level).

This can be changed to Private so that only Project members can view and access your Project information and Collaboration.

Items contained in a Project are Project-specific Meetings, Action Items, Files, and a Newsfeed that shows a running ‘audit trail’ of the events/information pertaining to the Project as they’ve happened over time.

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Privacy – Meeting Notes

During a Meeting, you may take your own notes using MeetingSense WebCapture.

By default, Meeting Notes are set to Private, even if the Meeting record itself is set to Public. A Publisher can choose to publish the Meeting Notes as Public when saving them, this means that all participants of the Meeting can now view those Notes on their dashboards, and a Meeting Summary Email will be sent.

Keep in mind that Meetings inherit the privacy of their parent object(s), thus, if a Public Meeting is in a public Project that’s in a Public Team, every MeetingSense user in the system will be able to see that Meeting’s Notes and other content. Securing that Meeting record or the Meeting’s Notes is as easy as setting them to Private.

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Privacy – Meeting

Access to your Meetings and any content/objects of those Meetings (Action Items, files, etc…) are private by default. This means that the meeting will only be viewable on the dashboard by the organizer(s).

Meeting Notes: The Meeting record itself and that Meeting’s Notes are considered their own entities in the system. Thus, you can have a Public Meeting, with Private Notes. In this scenario, the Meeting record would show up on your participant’s dashboards, but the notes would not (until you changed them to public). The system will not send out a Meeting Summary Email until you choose to do so during the end/save/send flow in WebCapture.

Public Meetings will be viewable on the dashboard by all participants. Public Meetings that are part of a Project will be visible to all Members of that Project.

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Privacy – Action Items

By default, Action Item access is set to Public to enable maximum collaboration among colleagues, however, this can be changed to Private to enable only the Assigner and the Assignee access to the item.

Many Action Items will be assigned during a Meeting, thus, Action Item access when set to public will inherit . So setting the default to public will inherit the rights set at the Meeting level.

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Privacy – Files

Access permissions for uploaded Files inherit the parent object to which they were uploaded. As an attachment to a Meeting,, an Action Item, a Project, a Team, or the entire Organization.

Thus, access to Files is always governed by the permissions set at the immediate parent object.

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Access & Privacy Settings

Privacy and access is set at the individual object level when it is created. This means that you can set the privacy and access level for each object you create in the system, including Teams, Projects, Meetings, and Action Items.

You can also edit these access levels at any time during or after creation.

Privacy levels are as follows:

  • Private – Only you and the people directly involved in this object can see it
  • Public – The object inherits the access permissions of its immediate parent object(s). If there are multiple levels of parent objects, and these are all public, the item’s access continues up the ‘object waterfall’ until it hits a Private setting, or the top Organizational level.

Example #1:

Bill assigns a Private Action Item to Michelle in a Private Meeting

Access: Bill and Michelle are the only two users who can see this Action Item.

 

Example #2:

Michelle assigns a Public Action Item to Jill in a Private Meeting

Access: Michelle, Jill, and everyone in the meeting can see the Action Item

 

Example #3:

Jeff assigns a Public Action Item to Adam in a Public Meeting, that’s in a Public Project, that’s in a Private Team

Access: Jeff, Adam, all Meeting Participants, all Project Members, and all Team Members can see the Action Item.

Guests can only ever see objects they’ve explicitly been given access to see/work on.