Managing audiences

Audiences are groups of users. You can give access to specific elements or functions to all audience members at once. You need data protection manager or IT security manager privileges to manage these audiences.

Click the gearwheel in the top right corner and select Compliance Settings. On the left side, you will find the Audience Management tab. The Audience Management screen will show you a list of the currently created or available audiences. Click on an existing one to manage it or the Create button to create a new audience.

Create an Audience

First, enter the name. For example, "ROPA marketing" for a group that will manage the record of processing activities for marketing-related activities. Give a description to clarify for what purposes this audience was created. Assign the responsible person. Click Next to continue.

The audience exists in the organization where you are currently working, but additionally, you can give this audience access to other organizations; by selecting the company from the drop-down, you can add or subtract the organizations. Click Next.

Now you can add the users that should be in the audience. You can quickly use the search bar to find the ones you’re looking for. After clicking the checkbox beside the users you want to add, click Next.

Lastly, you add permissions to the audience. Choose the company and then select the boxes to determine if the audience should have Read Access or Read and Write access to the element. Depending on that, the audience can only read or also edit these elements' contents.

Remember, these are the general settings. If you assign an audience read access to, for example, ROPAs, the audience will not automatically have access to all ROPAs in the platform.

After creating the audience, you have to assign the audience to specific elements to make this audience applicable to that element. However, an audience must have general access rights to ROPAs to assign a single ROPA to that audience later. For more information, please read our article on Assigning Audiences to Elements.