Managing target audiences

You can identify criteria to select which users have access to a published document. For example, all internal users may have access to your organization's data security policy but only a select group have access to IT security processes. Or, you may have target audiences based on geographic regions.

The General Info tab for a document is where you select the Target Audience or identify that the document is Publicly Accessible.

A user can be part of more than one target audience. However, a document can only be associated with a single target audience.

If you are using Policy Deploy, the target audience must be set up as Access Groups to be part of a campaign. Policy Manager and Policy Deploy do not sync audiences.

Add a target audience

  1. From the left menu, select Administration then Target Audiences.

  2. Select Target Audience to add a target audience.

  3. Name the target audience and add a Description.

  4. Select Is Active to make the target audience available as a selection when creating or revising documents.

  5. Select Add filter to add the filters for the document assignment. Drag and drop Available Fields from the left to the right. Add the following, as appropriate.

    • Condition determines the relationship between the field and value. Available selections are based on the work you are performing.

      • Equal to (=) is an exact match.

      • Not equal to (!=).

      • Contains to match a field on partial text. For example, you can add Business and pick up fields with Business Processes, Business Policies, and Business Unit.

    • Value are selections to filter by. Values can be a date, free text, or driven by Reference Codes. See Configuring categories, values, and attributes.

    • Logic defines how fields work together. Available selections are based on the work you are performing.

      • “And” logic means all fields/conditions/values must be met (for example, field 1 AND field 2).

      • “Or” logic means at least one field/condition/value must be met (for example, field 1 OR field 2)

      • “Not” logic is opposite of “And” (for example, field 1 only. If field 1 and field 2, then ignore).

      • Contains a value

  6. Select Save.

Manage a target audience

  1. From the left menu, select Administration then Target Audiences.

  2. Select any of the following for the target audience:

    to edit the target audience.

    to clone a target audience and edit it to create a new target audience.

    to delete to remove the target audience if no documents have the target audience assigned. If a document is assigned to a target audience, the is grayed out and the target audience cannot be deleted.