Configure Sensitive Data

 Safeguard Compliance         

   Estimated Read Time: 4 minutes 

Sections in this article:

• What is Sensitive Data?
• Configure Sensitive Data
• Grant User Access to Sensitive Data
  • View Sensitive Data
• How Does Sensitive Data Interact with Other Features?

What is Sensitive Data?

Sensitive data in Gatekeeper refers to custom data that has restricted visibility due to its confidential nature, such as financial, legal, or commercially sensitive information. You can limit access by marking a custom data group as sensitive, which restricts visibility to users with the appropriate permission. This allows you to capture critical information while ensuring it’s only visible to the people who need to see it.

Configure Sensitive Data

To configure sensitive data: 

1. From the navigation menu, expand the Settings option, then click Configuration.
2. Click Custom Data.
3. Click Add to create a new custom group, or expand the 3 dots on an existing group and select Edit.
   
4. Select the Mark as Sensitive checkbox.
   
5. Configure the rest of the settings as needed, then click Save.

For further details on creating custom groups and fields, see Configure Custom Data.

Grant User Access to Sensitive Data

To allow users to access custom data groups that have been marked as sensitive:

1. From the navigation menu, expand the Settings option then click Users.
2. Expand the 3 dots on the relevant row, then select Edit.
3. In the Sensitive Data Permissions section, select the View All Sensitive Data checkbox.
4. Click Save.

Users with any permission level can be granted access to sensitive data, but collaborators will have view-only access and cannot make changes.

View Sensitive Data

The screenshots below compare how a vendor record appears to users with and without permission to view sensitive data:

How Does Sensitive Data Interact with Other Features?

When using sensitive data, certain actions are intentionally restricted to protect confidentiality:

• Files uploaded in a sensitive custom data group cannot be marked as a master record on a contract record.
• Files uploaded in a sensitive custom data group cannot be sent for eSign, either from the repository or through workflows.
• Files uploaded in a sensitive custom data group cannot be used for eNegotiate.
• Sensitive custom data groups cannot be used in Smart Forms.

Permissions in workflows are managed separately, when custom groups marked as sensitive are added to workflow forms, any users with access to the form can populate and view data in these fields.