Overview

 As part of Totango Shield, Totango makes sure you’re in control of what type of customer information your team members have access to.
Totango Shield lets Global Admins flag specific account attributes, collections attributes, custom metrics, and hierarchy roll-ups as “privileged,” which prevents anyone who views an account that falls into the extended search scope of their SuccessTeam from viewing the privileged attributes. If you’re not familiar with Extended Search Scope for SuccessTeams, we suggest you review the following article before moving forward:

• Privileged Access, Extended Search Scope, and Default User Portfolios

This article includes the following sections:

• How to set account attributes as privileged
• How to set Custom Metrics as privileged
• How to set Hierarchy Roll-ups as privileged
• How to set Collections attributes as privileged
• FAQs
• What users see when once an attribute has been marked as privileged

How to set account attributes at privileged

Global Admins can set account attributes as sensitive, by following these steps:

• Navigate to Global Settings.
• Select Attributes and Metrics.
• Ensure you have the Account Attributes tab selected at the top of the screen
• Select the attribute you’d like to edit.
• Find the visibility setting for the attribute and check the checkbox next to “Mark as privileged access.”
• Click “Save,” and you’re finished.

How to set Custom Metrics as privileged

Global Admins can set custom metrics as sensitive, by following these steps:

• Navigate to Global Settings.
• Select Attributes and Metrics.
• Ensure you have the Custom Metrics tab selected at the top of the screen
• Find the custom metric you’d like to edit and click the pencil icon  icon to edit.
• Check the checkbox next to “Mark as privileged access,” located under the formula builder
• Click “Preview,” then click “Done.”
• In the top-right corner of the custom metrics page, click “Save Changes,” and you’re done.

How to set Hierarchy Roll-ups as privileged

The privileged access for hierarchy roll-ups is derived from the attribute or custom metrics it is based on. In a case where I define a new hierarchy roll-up which is based on a privileged attribute, the hierarchy roll-up will be privileged as well.

Note, a hierarchy roll-up cannot be set as privileged independently.   

How to set Collections attributes as privileged

Global Admins can set collections attributes as sensitive, by following these steps:

• Navigate to Global Settings.
• Select Attributes and Metrics.
• Ensure you have the Collections tab selected at the top of the screen.
• Click the name of the collection you’d like to edit.
• Hover over the attribute you’d like to edit and click the gray shield button () button to mark is at privileged.
• The shield icon should change colors () as confirmation that the attribute has been set to privileged.
• Click “Save” again and you’re done.

FAQs

Question: What do users see when once an attribute has been marked as privileged?

Answer: This depends on the Extended Search settings for each user’s SuccessTeam:

• When an account is part of the user’s Core search scope, they will see the attributes as usual when viewing account profiles, segments, etc.
  
  
• When an account is part of the user’s Extended search scope, they will not be able to see the privileged attributes anywhere in Totango.
  
  
• Exception
  The only instances where a user may be exposed to privileged data from an attribute that they are not able to view is if a SuccessPlay task is assigned to the user, and the task body includes a privileged attribute, or if the health reason which is presented in the account profile includes a privileged attribute.
  In both cases, the creator of the SuccessPlay and the configurator of the health profile will see a shield icon () next to the attribute and a notification that they are potentially exposing privileged data to users outside their SuccessTeam, who otherwise would not have access to it.