Data Access Policy Guide
Written by Stephen Smith
Updated at April 3rd, 2025
Table of Contents
Note:
Users who have been given the Insights Administrator Role in the HealthStream System automatically have their Insights data access mirror their access in the HealthStream System. Learn More about Adding and Managing Users here.
Data Access Policies are only required for manually created users in Insights (any user created when you click the “Create User” button on the User Settings page).
What is a Data Access Policy?
A Data Access Policy allows you to manage what affiliations in your organization's hierarchy a manual user will have access to in Insights.
Creating a Data Access Policy
To create a new Data Access Policy for a manually created user, click the Settings link at the top right of the page.
Then, click the Data Access Policies item on the left side of the page.
Next, click the green Create Data Access Policy button on the top right of the page.
This will open a form to create the new policy.
- Name: Provide a name for the policy. This is the only required field.
- Description: Provide a short description (optional).
- Data Source: This is where you’ll specify the details for the policy.
Under Data Source, click Select Org Node to open up a hierarchy of that Account.
In the Org Node Selection area, select the individual levels in the hierarchy you'd like this Data Access Policy to access. You can select any combination of levels and selecting a parent node with child nodes will automatically select all child nodes.
Once you’ve selected your desired Org Nodes, click Save to create the Data Access Policy.
Assigning a Data Access Policy to a Manual User
To create a manual user and assign them a Data Access Policy, navigate to Settings and then Users.
Select Create User.
In the Create User form, under Data Access Policy select the Data Access Policy from the list to assign to the user.
Click Save to finish creating the new user.
Managing Data Access Policies
To edit an existing Data Access Policy in Insights click the Settings link at the top right of the page. Then, click the Data Access Policies item on the left side of the page.
In the row for the Data Access Policy you’d like to edit, click the three vertical dots, then select Edit Data Access Policy.
This will open up the Data Access Policy form where you'll be able to update any selections.
Once you’ve selected the appropriate settings, click Update to save your changes.
If you wish to deactivate the Data Access Policy, click the Deactivate Data Access Policy button at the bottom of the form.
