Sharing Permissions: Share by Rules

This article contains the following:
1. Overview
2. What is a sharing rule?
3. How do I 'Share by Rules' for a new application?
4. Constructing sharing rules
5. Switching to 'Sharing by Rules' for an existing app
6. Multiple sharing rules and filters
7. Editing or deleting a sharing rule

Overview

By configuring sharing permissions for applications, district admins can determine what data should be shared with each district app, and which district users should be able to access the application from their individual Clever portals.

When sharing by rules, Clever will only share data that meets the specific criteria you've set. This is the most recommended sharing type as it provides districts with the flexibility in determining specifically what data should be included, or excluded, in the sharing. 

Additionally, applications are dynamically updated as new data is synced to Clever from your district's student information system (SIS). The data shared with the application via sharing rules evolves based on the new data in Clever.

 For an overview of application sharing permissions, please visit:  Sharing Permissions: Sharing data with applications

What is a sharing rule?

A sharing rule allows districts to be specific about what data is being shared by data type (e.g. teacher, student, section, etc.). Once a data sharing type is selected, district admins can continue to add filters to ensure only the data they want shared with applications is being shared.

For example, sharing rules might include:

• All the math classes in a particular school
• The math classes for grades 3-6 in the district, except for in two schools
• One specific teacher’s 11th grade homeroom class

Think of a sharing rule as a sentence:

• "Match all sections where <a field in Clever> <is/is not/contains> <value>”

How do I 'Share by Rules' for a new application?

• From your district dashboard > Home page, click on the application name to open the app overview page. 
  • Please note: You can also click the sharing hyperlink to the right of the app name to be directed straight to the application sharing rules.

• From the app overview page, select 'Edit sharing' under the 'Shared Data' box.
• Select 'Share by Rules'.
  • Please note: Sometimes applications will recommend specific sharing rules which you can choose to accept.
• Select the method in which you would like to share data.  Some examples include:
  • Custom share by teacher: Share only specific teachers by one of their unique identifiers (e.g. email address, teacher ID).
  • Custom share by staff: Share your non-instructional staff by department. For more information, please visit: How do I share staff with applications?
  • Custom share by student: Only share students whose primary school is North High School and West High School.
  • Custom share by section: Only share students who have math sections (i.e. courses/classes) in grades 9 -12 at East High School and South high School.  

• You can continue to add filters to existing rules in order to filter down the data being shared with the application.  In the example below, the rules: 
  • Include: Students and teachers with sections at Centerville Middle School & Springmore Middle School
  • Exclude: Sections in the 7th grade
  • Exclude: Sections with subjects of arts and music, other, PE and health

• After each rule, select 'Done editing'. 
• Once you have finished adding all of your rules and filters, select 'Save Sharing Rules'.

Constructing sharing rules

Our interface allows you to create rules with the same structure as outlined in the 'What is a sharing rule?' section above (e.g. share all sections where <a field in Clever> <is/is not/contains> <value>).

• There are a number of 'Fields' districts can use to either include or exclude data with the application sharing rules. The fields available are dependent on the type of sharing rule you selected (e.g. share by teacher, share by section, share by student)
• The modifiers available are:
  • equals any of
  • does not equal any of
  • contains text
  • does not contain text
  • starts with text

Please Note:

• You can include and/or exclude subsets of data. Data can be excluded by selecting the 'does not equal any of' modifier.
• For values, you can either type in any value you’d like, or use it as a search bar to find and click on the value you want.
• If you’d like to filter down a rule further, you can select the ‘Add a new filter' option to add new criteria. This will act as an 'and' statement, rather than an 'or' statement.
  • Example Rule with Filters: Share all sections that are located at Pineapple Elementary School AND their section grade level is 1 AND the section name must contain the text 'homeroom'.

• At the bottom of the page, you’ll see a list of data that meet the criteria selected, so you can make sure that the rule correctly captures the data you want.
  • Please note: You can adjust the number of rows you see per page at the bottom of the list. You can also download a CSV file of each data type under the shared data list (e.g. students, teachers, sections, staff).

• Once you have finished creating the rule and associated filters, select 'Done editing' and then 'Save Sharing Rules'.
• Notice that you're able to double-check the total records shared in the top right corner of the rule. 

• If your rule is sharing by student, you will also have the option to select which of these students' subjects or courses you'd like to share with the application. You can even choose to share no sections at all! 
  • To do this, select the 'Filter which associated sections to share with (App)' option.

Switching to 'Sharing by Rules' for an existing app

• From your district dashboard > Home page, and click on the application name to open the app overview page. 
  • Please note: You can also click the sharing hyperlink to the right of the app name to be directed straight to the application sharing rules.

• From the app overview page, select 'Edit sharing' under the 'Shared Data' box.
• Select 'Edit Sharing Rules'.
• Select 'Change'.

• Select 'Choose a Different Sharing Type'.
• Select 'Share by rules'.     
• Select the method in which you would like to share data. 
• Create your rules and filters. Click HERE for help creating rules and filters.
• After each rule, select 'Done editing'.
• Once you have finished adding all of your rules and filters, select 'Save Sharing Rules'.

Multiple sharing rules and filters

Absolutely, your options are seemingly endless! You can continue to add additional rules and filters in order to filter the shared data down to the desired result.  

Please note: When you have multiple rules, the two rules are mutually exclusive. This means if you want to build off the existing rule, you'll want to add a filter to the rule itself, rather than create a new rule entirely.

Editing or deleting a sharing rule

Yes! Navigate to the application's sharing permissions page, and select 'Edit Sharing Rules'. Then, click the red ‘X’ icon to the far right of the rule to delete it, or edit the rule by clicking the pencil icon.

If you have any questions about setting up your sharing permissions, or what data is being shared with your district applications, please reach out to Clever support! We are happy to help!