Rights for viewing Lists seems dependent on Query rights

Jenn Watson

When we share lists in NXT with other team members who do not have query rights, we have two scenarios that seem to be happening.

1) If the list was created in NXT, we can share the link with others and they can open it and see the information just fine.

2) If we share a list that was made from a query with others on our Advancement Team who do not have query rights in database view, they cannot see the list. They get an error message.

We have several lists that have been created from a query to share with others in the division, one being our daily gift report that is emailed out every morning for the previous day's gifts. Our gift officers (and others) do not have rights to query so they cannot see this list when clicking the link in the email. This is a huge problem for those needing to see the list. This gift list is in a power automate flow, but other lists are not and have just had the link shared with them either in a Teams message or email and they still cannot see the list if it came from a query.

These people do have List rights in NXT. I have given them query rights in database view and now they can see these types of lists. But I do not want them to have query rights. Query rights are primarily set in database view and there the rights are all or nothing. I know about the “export” rights for query in web view and they will not be getting export rights. Is there any other way to have them see these lists with out having query rights? I have contacted support and got nothing there. The ticket was open for over a month with “try this or this". They never came back with anything that helped - not even anything about saying they have to have query rights. So it looks like list permissions are dependent on query permissions. With query now in web view, I want to be remove query permissions but can't because we need these people to be able to see these shared lists.

Austen Brown

@Jennifer Watson - Since you're already using Power Automate, I recommend setting up a gift notification that sends a digest to everyone that needs to see yesterday's gifts instead of going the list route. Within the digest you can include hyperlinks that take viewers back to the database (constituent/gift records). There's a great template already built for this, the link is below. You could adapt this to run from a query using the Query API - that way, you don't need to keep query permissions open for folks to see this subset of lists, for information that can be communicated another way.

As for this weird quirk with permissions - I recommend reaching out to support and looping in your CSM/Account Rep. It likely won't be fixed immediately but at least you'll bring the bug to BB's attention.

Dariel Dixon

@Jennifer Watson I think that @Austen Brown's suggestion is golden. My organization uses this gift digest to disseminate gift information daily to great effect.

You've stated that they get an error trying to open a list based on a query if they don't have access to query. That only makes sense, as they can't run the query to try to refresh the list? I'm not sure what the expectation is here. So, either you can create a list that was created in NXT as a new list, or there's query access to allow their user to run the query in the background to refresh the list as it's run.

There's the underlying issue of record visibility and why people are accessing records that they shouldn't. Confidentiality is key, and all staff should be held to that standard. I would hope that their ability to make changes to records is limited, but that would go a long way. If there is an issue with individuals accessing records that is affecting their ability to do their jobs, that is a problem that needs resolution immediately.

Jenn Watson

@Austen Brown We can look at updating the power automate flow for our daily giving list. We did not have access to query at the time the flow was created so we can look at updating that part. We can look at your link for the daily digest and see how that is done compared to what was done on the flow we have (which I did not create). We have several people that need to see the gifts from the previous day and they really like that they can see it. They do have links in the email so the person can click on the link and go directly to the person's record and/or gift to see the information for it. There is also a link in the daily email that goes to the list in NXT which is made from a query and it is this link that they cannot see.
But this is just one of the lists that is an issue. From what my colleague that creates the lists that is or will be shared says, a good majority of them are coming from queries. The lists are no good if the intended people cannot see them without query rights. I have reached out to support and they gave me nothing to go on. It was a good month of try this - it didn't work. Then they would come back and say "now try this". I can try again with our account rep to see if that escalates anything.

Jenn Watson

@Dariel Dixon:

@Jennifer Watson I think that @Austen Brown's suggestion is golden. My organization uses this gift digest to disseminate gift information daily to great effect.

You've stated that they get an error trying to open a list based on a query if they don't have access to query. That only makes sense, as they can't run the query to try to refresh the list? I'm not sure what the expectation is here. So, either you can create a list that was created in NXT as a new list, or there's query access to allow their user to run the query in the background to refresh the list as it's run.

Yes we can look at updating our flow for this daily digest. That itself won't solve our issue. It sounds like you are saying that the query refreshes whenever a person opens the shared list. And that makes sense to me as to why they would need the query rights. This is something I didn't think about. I don't create the lists at my org and so I am not as familiar with all the ins and outs of them. With that piece of info it still seems that my statement is true that list rights are dependent on query rights. We do a lot of our shared lists from a query and so this is an issue for us where we do not want everyone in our org having access to query.

Dariel Dixon

@Jennifer Watson Well, lists that are based on queries need query rights. I would ask your colleague who is creating the lists if they can look to try to recreate the query completely in lists. Especially if the queries are simple. There are probably some of these that can be created completely in NXT lists if the criteria isn't very complex.

But you can't have it both ways here. You're going to have it either assign the rights so they can view the query based list, or you're going to have to recreate the list without basing it on a query.

Jenn Watson

@Dariel Dixon Thanks for the info. We will just have to discuss how we want to handle this.