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Restricting Fields & Tags

Restrict the visibility of certain tags and/or fields to certain users

Micaela Abreu Caesar avatar
Written by Micaela Abreu Caesar
Updated this week

Restricting fields

Restricting a field in Mediatool makes it invisible to selected users. They won't see these fields in the sheet view or in any calendars or charts.

๐Ÿ’ก This feature is particularly beneficial when working with external agencies, as it allows you to hide sensitive information, such as pricing and other financial details from your media planning.

This works in two parts:

  • First, you select the field(s) you want to restrict

  • Then you select the user(s) you want to restrict

How to restrict fields for specific users

To restrict fields, follow these step-by-step instructions:

  1. Navigate to Settings: Go to your organization's settings page.

  2. Enable Plugin: If you can't find Restricted fields in the Settings, head to the Plugins section and make sure that the plugin is turned on.

  3. Access Restricted Fields: Click on the section titled "Restricted fields."

  4. Select Fields: You will see a complete list of all fields available in your account.

    1. Choose each field you want to restrict.

  5. Go to Users and Roles: Navigate to the 'Users and Roles' section within your settings.

  6. Find Users: You'll see a list of all users associated with your Mediatool account.

  7. Toggle Restriction: Next to each user's name, find the lock logo and toggle the "Restricted" switch to enable restrictions for that user.

  8. Once restricted, this user will no longer be able to see any of the fields you've designated as restricted.

โš ๏ธ Currently, Mediatool supports only one set of restricted fields and one group of restricted users. It is not possible to apply different restrictions to multiple sets of fields or groups of users.

How to restrict fields for specific users

Restricting a tag category in Mediatool makes it invisible to certain users. They won't see any media plan line items, calendars, or charts that include the tag.

  1. Access Tag Categories: Navigate to the organization settings and either create a new tag category or select an existing one.

  2. Open Category Settings: Click on the three dots next to the category name and choose 'Category settings'.

    1. A popup will appear. Toggle the 'Protected Resource' option to restrict visibility.

By turning on 'Protected Resource', you secure the entire tag category and its sub-categories, allowing you to control access on a user-by-user basis.

Manage access per tag

To manage user access to tags with greater detail than the entire tag category, follow these step-by-step instructions:

  1. Navigate to Settings: Go to the Users & Roles section in Settings.

  2. Choose a User: Select the user whose access you wish to manage.

  3. Adjust Access: Toggle the option titled 'Protected tag settings' from full to limited access.

  4. Review Tag Categories: All tag categories set as Protected Resources will appear. Below them, dropdowns will display their various tag options.

  5. Set Tag Access: Select the tags you want to grant access to for this user. Any tags not selected will remain hidden from them.


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