Encrypted Fields

Learn about Encrypted Fields in Enroll

Encrypted fields can be added to forms to ensure the security of sensitive user data or PII (personally identifiable information).

The first encrypted field available is the student field: Social Security Number, `students.ssn`.

• Encryption occurs within the Enroll database.
• Users will still be able to view the SSN in forms, reports, and dynamic views.

A new permission in the Reports section, Add Encrypted Fields, is available to restrict which admin users groups are allowed to add an encrypted field to a report or dynamic view.

• Admin users without this permission will not be allowed to add encrypted fields to reports or dynamic views. This will not, however, keep the admin user from viewing the SSN in the form(s). As a best practice, if an admin should not see sensitive information, the form step should be restricted by user group.
• All Super Admin users will have this permission enabled by default. All other user groups must be assigned this permission by a Super Admin, as desired.
• Admin users with this permission will see an alert banner when adding an encrypted field to reports or dynamic views, simply to highlight that sensitive data is being included in a report or view.

Important Notes:

• If a field is created to collect social security numbers that is NOT saved to the Student record using `students.ssn` (ex: using a custom field), the data collected in that field will NOT be encrypted.
• Encrypted fields can be added to forms in the form builder by users with or without the encrypted fields user permission.
• Report downloads will contain the encrypted data.
• The SSN field can still be used for filtering with operators such as "is empty" or "has value", but without the permission enabled, the SSN number will not be visible in the filtered view.