Restrict data access
Use Only Assigned Data so users only see the patients and opportunities assigned to them.
3 min read
You may want sales reps or language-based coordinators to see only their own patients. That has two benefits: everyone focuses on their own list, and someone leaving the team hasn't seen your entire patient database. In MedicalGrow you do this per user with the Only Assigned Data setting.
What does Only Assigned Data restrict?
A user with the setting switched on sees:
| Area | What they see |
|---|---|
| Contacts | Only patients whose Assigned To field shows their name |
| Conversations | Only messages from patients and conversations assigned to them |
| Opportunities | Only opportunities where they are the Owner |
| Calendars | Appointments assigned to them |
| Tasks | Tasks assigned to them |
Other patients, opportunities and conversations don't appear in this user's lists, searches or reports.
Note
Only Assigned Data only makes sense for users with the User role. Admins always see all data.
Switch it on
- Open Settings → My Staff and click the pencil icon on the row of the user you want to restrict.
- Go to the Roles & Permissions tab and make sure the user's role is User.
- Switch on Only Assigned Data.
- Click Save. The restriction applies once the user refreshes the page.
The result: who sees what?
- The Admin (Elif Kaya) sees all five patients.
- Mehmet Demir, with Only Assigned Data on, sees only the two patients assigned to him. Lucas Martin, who isn't assigned to anyone yet, is hidden from Mehmet.
How patients get assigned to a user
The restriction only works if assignment is done properly. A patient is assigned to a user by:
- Manual assignment: choosing the user in the Assigned To field on the patient record. More: Contact detail page.
- Bulk assignment: selecting several patients in the Contacts list and giving them to a user with Assign. More: Bulk actions.
- Conversation assignment: assigning a conversation to a colleague in Conversations. More: Assign and collaborate.
- Opportunity owner: setting the Owner field on the opportunity card. More: Add an opportunity.
- Automatic distribution: if you want new leads shared out automatically by language or source (e.g. German forms → Zeynep), message our support team on WhatsApp to have it set up.
Tip
A good routine for an implant lead from Germany: the form comes in → the patient is assigned (automatically or by hand) to the German-speaking coordinator → the coordinator opens the opportunity with themselves as Owner. The patient record, conversation and opportunity then all belong to the same person.
Common mistakes
1. Unassigned leads land on nobody's screen. If the whole team is restricted and new leads aren't assigned automatically, only Admins see new patients. Make someone responsible for checking unassigned patients every day, or have automatic distribution set up. You can save a smart list in Contacts filtered on "Assigned To is empty".
2. The patient is assigned to one person, the opportunity to another. The restricted user sees the patient but not the opportunity (or vice versa). Update the patient's assignee and the opportunity owner together.
3. A user was deleted and their patients were left stranded. Reassign a user's patients before deleting them. See Add users to your team.
4. A restricted user can't reply to a message. The conversation may still be assigned to someone else. Change the assignment if they should take it over.
5. Report figures don't match. A restricted user sees only their own data in Reporting and the Dashboard; don't compare it with the totals a manager sees.
Heads up
Only Assigned Data doesn't replace the export permission. To stop patient data being copied out, also switch off the user's Contacts → Export permission (Roles and permissions).
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