Data access controls

Who this is for

Agency Owners deciding whether to narrow what their team can see. By default every teammate sees the agency’s whole book — these controls are for the agency that has outgrown that and wants CSRs or producers scoped to their own work.

Before you start

• You must be an Owner on your agency.
• Data access controls are off by default and are made available per agency by Valtio. If Settings → Data access controls shows “No data access controls are available for your account yet”, contact support to have them enabled — then the toggles below appear.

Step-by-step

1. Go to Settings → Data access controls.
2. Review the available controls:
   • CSR assignment scoping — once on, each CSR sees only the COI requests assigned to them (plus requests no one has picked up yet). Use the “Assigned to” picker on a request to assign it.
   • Producer ownership scoping — once on, each producer is limited to their own book of business — the insureds, policies, and requests they own.
   • Producer ownership — strict — an add-on to the above. Without it, producers can still view the rest of the book but only edit their own. With it, records outside their book are hidden entirely.
3. Flip a toggle to turn a control on. It takes effect immediately.
4. If you turn on producer scoping, set who owns what: open an insured or a policy and choose a Producer, or use Settings → Bulk operations to assign a producer across many insureds in one step.

What happens next

• Owners and Managers are never scoped — they always see the full book.
• A CSR or producer who opens a record outside their scope sees a clear “you don’t have access” message, not an error.
• Every assignment or ownership change is written to your Audit trail.
• Turning a control back off restores full visibility for everyone instantly — nothing is deleted, and the ownership you set is kept in case you turn it back on.

Troubleshooting

• “The Data access controls page is empty” — The controls have not been enabled for your agency yet. Contact support. This is expected, not a bug.
• “A producer says they can’t see an insured they should own” — Open that insured (or its policies) and check the Producer field points at them, or re-run a bulk assignment from Settings → Bulk operations.
• “I turned a control on and the team is confused” — Turn it back off; full visibility returns immediately with no data loss.

Related

• Invite your team — roles (Owner / Manager / CSR / Producer) determine who can be scoped
• Audit trail — every assignment and ownership change is recorded here

Last verified: 2026-05-22