RFP Visibility & Partner Access

This guide provides step-by-step instructions on how to configure user permissions to ensure RFPs are visible to the correct team members and partners.

Overview

Data visibility in DataHub is governed by Role-Based Access Control (RBAC). Simply adding a user to an organization or mapping them as an "Additional User" is not enough to grant them access to data. Access must be explicitly defined through Permission Groups.

This functionality ensures:

• Data Security: Sensitive RFP information is only visible to authorized personnel.

• Collaboration: Agents and Brokers can seamlessly view partner data when configured correctly.

• Customization: Administrators can choose between broad "All" access or restricted "Partial" access.

Step 1: Understand the Access Hierarchy

Before adjusting settings, it is important to understand how DataHub grants visibility. Access flows in three stages:

1. Permission Group: Defines what level of data is allowed (e.g., Partner Data – All).

2. Role: A label (like "Broker") that holds those permissions.

3. User: The person assigned to the Role who then inherits those permissions.

Step 2: Define Data Access Levels

When creating or editing a Permission Group, you must select one of the following four data access types:

Step 3: Assigning "Partial" Access (If Applicable)

If you select a "Partial" permission level, you must manually map the users whose data should be visible.

1. Navigate to the User Management section.

2. Select the user who needs access.

3. Locate the Additional Users dropdown menu.

4. Select the specific names of the individuals whose RFPs this user needs to see.

5. Click Save.

Note: If the Permission Group is set to "All," the "Additional Users" list is ignored as the user already has global visibility for that organization.

Step 4: Troubleshooting Visibility Issues

If a user reports they cannot see an RFP, follow this checklist:

• Check the Role: Ensure the user is assigned a Role linked to a Permission Group with Partner Org Data enabled.

• Verify the Mapping: If using Partial access, confirm the record owner’s name is selected in the user's Additional Users list.

• Sync Organizations: Ensure the user is correctly linked to the Partner Organization in their profile settings.

Summary of System Behavior

• Permission Group = What access is allowed.

• Role = Collection of permissions.

• User = The individual assigned the role.

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Final Result: Once the Role and Data Access levels are aligned, RFPs will appear instantly on the user’s dashboard, allowing them to proceed with quoting and underwriting without administrative delays.