Outreach Kaia Permission Settings for Recordings, Notes, and Cards

Objective

Manage Outreach Kaia governance profile settings and general (universal) Kaia permissions as an Outreach admin. This includes access to:

• view recordings
• download recordings
• create public links to recordings
• create/modify content cards
• view playlists
• redact sensitive information
• engage one-sided recording (Kaia voice only)

Applies To

• Outreach Admins

Before You Begin

• Some Outreach views and options require admin-level governance permissions, see Governance Profile Settings Overview.
• These settings are managed by Outreach Admins at the Profile level. For more on this, see Outreach User Roles Overview.

Procedures

Access Kaia Settings for a Given User Profile

1. Access the Outreach Platform as an Admin.
2. Click Administration (gear icon) in the left nav.
3. In the Administration menu, click Users & Permissions > Profiles.
4. Select the applicable profile.
   Note: The admin profile cannot be edited.
5. Scroll down to the Kaia meetings section.
6. Make your way down and manage the available options in the sections described below.

Set Recorded Meetings and Notes Visibility

Under Kaia meetings, select the applicable option to manage when users Can access meeting recordings and notes.

• Owned by them - Users can see recordings for meetings they hosted, were invited to, or attended.
• Owned by them and their reports - Users can see recordings owned by them and meetings of any users beneath them in the role hierarchy set in Outreach.
• Owned by them, their peers, and their reports - Users can see recordings owned by them and meetings of any other user with the same role as them and beneath them as set in the Roles area of Outreach.
• Owned by anyone - Users can see all meeting recordings except for recordings that have been individually set to ‘Private to meeting invitees’. See Modifying meeting recording visibility for more info on modifying individual recordings.

Please Note

• Users granted the ability to view Kaia recordings via these settings can do so without also requiring a Kaia license.
• These settings are independent of the Calls settings under Record Visibility. If you have restricted visibility for Kaia recordings, you may want to set similar restrictions for Calls under Record Visibility, as well.
• Any user who has their profile settings configured to Their reports’ meetings & their own or Their peers’ meetings & their own will still be able to see any recording that took place prior to March 15, 2022.
  • If you need to restrict visibility of a specific recording, consider individually setting the recording's visibility to Private to meeting invitees. (See also: How To Modify and Edit Visibility/Privacy of an Outreach Kaia Recording)

Set Additional Permissions for Meetings, Playlists, and Recording

Under Choose what else this profile can do with kaia meetings, optionally allow users to:

• Delete meeting recordings
• Modify visibility & playlists

Under Kaia recording options, optionally turn the following functions On or Off for these users:

• Redact sensitive information - Automatically remove portions of the audio and transcript from Kaia recordings that have a sequence of 4 or more digits. A license with Kaia Live is required to use this feature. (Learn more here.)

• One-sided recording (Kaia Live only) - For call recordings, exclude the audio and transcript of external participants. (Learn more here.)

Manage Kaia Content and Coach Card Permissions

Editing and Deleting Kaia Content Cards

Under Kaia content cards, select applicable options for whose Kaia cards users can edit and delete:

• None - Users with this profile may not edit/delete any content cards
• Owned by them - Users with this profile may edit/delete the content cards they own
• Owned by anyone - Users with this profile may edit/delete content cards created and owned by any other user

Note: Options for Delete Kaia cards they've created are determined and available only up to the permission set for Can edit Kaia cards. For example, if Can edit Kaia cards is set to Owned by them, then Delete Kaia cards they've created can be set only to either None or Owned by them (i.e., Owned by anyone will not be available to select).

Creating Kaia Content Cards

Under Choose what else this profile can do with kaia cards, click the box to optionally allow or restrict users' ability to Create new Kaia cards.

Accessing Kaia Coach Cards and Reports

Under Kaia coach cards, optionally grant or restrict users' access to:

• Create, edit, and delete coach cards
• View coach card reports

Universal User Permissions for Kaia Recording Download and Share via Link

General Kaia settings provide options to allow users with access to Kaia to download recordings and/or generate public access links to recordings.

1. As an Admin, in the left nav, click Administration > Tools > Kaia.
2. In the resulting Kaia settings panel, scroll down to Permissions.
3. Optionally check or uncheck the boxes for:
   • Allow users with access to download recordings.  Users in your org with access to Kaia recordings will be able to download them to their computers as files.
   • Allow users with access to generate a public link to share recordings.  Users in your org with access to Kaia recordings will be able to generate a public viewing link to share with prospects and colleagues who do not otherwise have direct access to recordings.

Additional Information

Outreach University - Outreach Kaia for Admins

Outreach Kaia Overview

Outreach Kaia FAQs