Revision as of 08:38, 10 May 2018

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Introduction

Group Access is a key component to specify what users can do and the pages/records they can access within the system. The access rights will control what menus are available to a user and even which controls (buttons) are available. If a user does not have access to a page and they try to visit it with a bookmark they will be presented an Access Denied message.

Any one that is in a group that has access to group access will be classed as an administrator. Administrators are able to change all settings through out the system and have access to all data. If you restrict their access they will still be able to go into Group Access to change this.

Group Access can also be used to tailor a users screen, the less they have access to the less they will see. Normally you would thick of groups based around your projects and services. It is also recommended to have a group for old users (with no access granted) so that you can control who has access easier.

Each group will show the number of users in that group, by pointing to it you will be displayed a list of users. To access these users displayed click on the link (number of users). If there are no users in the group it can be removed bye clicking the 'Dust Bin' icon. To add new users this is done via their User Record.

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Creating/Editing a group

To edit an existing group click on the group name or click the 'Create New Group' button to create a new group.

On the page that follows you can copy the settings from another group and/or edit the access:

At the top of the page you will find a filter box if you wish to locate a specific option.

Group Options Tab

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• Group name - The name of the group, this should represent the type of users assigned to this group.
• Group Email - You can specify a group email address, this is used when the users have no email address specified on their record.
• Group can control own password recovery? - This allows the users to change their own passwords.
• Group terminology for "Roster Workers" - Allows you to specify which of the Roster Module terminology groups are used for the users of this group.
• Allow copying of previous travel time and mileage when completing work schedules? - This displays an option to copy Job Card travel details when completing Roster Job Cards.
• Allow RaC entry directly from Action List? - Displays an update button on the Action List for outstanding actions.
• Group has visibility of all uploaded documents? - Allows the group to be able to access all uploaded documents irrespective of the security set on the document.
• Group has visibility of all letter templates? - Allows the group to be able to access all letter templates irrespective of the security set on the document.
• Group can always view private notes? - Allows the group to be able to access all private notes irrespective of the security set on the document.
• Group can see Org/Person names? - Specifies if the Person/org name is displayed at the top of the record.

Group Users Tab

This tab displays a list of the users in this group. You can click the user to access their account.

Main Program Tab

This tab controls the access to the main parts of the system. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

You will find the following options:

• Action List - The Action List shows user outstanding work and work done, also can be set as a home page.
• Assign Client to Carer - Used for Client and Carer relationships.
• Assign Memberships/Skills - Needed to access the Memberships and Skills link at the bottom of people/org records.
• Benefits & Income - Required for the user to access Benefits and Income at the bottom of a Person/org record as well for the referral closure/outcome screen.
• Calendar - Provides access to the interactive calendar under the 'Contact management' menu.
• Calendar Display - Allows access of calendars used by Clubs and Clinics, Handypersons and Rostering.
• Carers - Gives access to the Carers type record (dependant record on a Carer System) under the 'Contact Management' menu.
• Client Project Closures - Allows the user to terminate people/orgs from projects on the project tab of a record.
• Client/Volunteer Details - Required for assigning volunteers.
• Clients - Allows access to the Client record under the 'Contact Management' menu.
• Courses & Qualifications - Allows users to access the Courses and Qualifications link at the bottom of people/orgs records.
• Emergency Card Lookup - Required to use the emergency card lookup and to enter the emergency card details in the blue link at the bottom of a person/org record.
• Forget Me - Allows users to use the 'Forget Me' button on the GDPR tab.
• Funders - Gives access to the Funders record type under the 'Contact Management' menu.
• Help - Allows the user to have access to the Help Centre on the Sidebar Menu
• Information Links - Required if the user needs to record Information Links.
• Information Links - List Organisations - Required for the user to use the Information Links look up under the 'Contact Management' menu.
• Merge Records - Allows the user to access the Merge record tool on a person/org record.
• My User Options - Allows the user to manage their own preferences and password.
• Next Of Kins - Allows the user to access the Next of Kin record under Contact Management menu and via the link at the bottom of a person/org record.
• Organisation/People Unavailabilities - Gives access to the Unavailability's Tab on people/org records.
• Organisation/Person Audit Record - Displays the Audit Record link at the bottom of people/org records.
• Organisations - Gives access to the Organisations record type under the 'Contact Management' menu.
• Portal/Webforms - Import Pending Referrals - Gives access to import referrals from Portals and Web Forms, this is display at the top of the Action List
• Print Records - Allows access to the Print Record button on people/org records.
• Professionals - Gives access to the Professionals record type under the 'Contact Management' menu.
• Record a Contact (Anonymous) - Allows access to 'Record a Contact (Anonymous)' under the 'Contact Management' menu.
• Record a Contact (Carers) - Allows the user to Record a Contact/create New referral for the Carers record type, display on the record and search pages.
• Record a Contact (Clients) - Allows the user to Record a Contact/create New referral for the Clients record type, display on the record and search pages.
• Record a Contact (Funders) - Allows the user to Record a Contact/create New referral for the Funders record type, display on the record and search pages.
• Record a Contact (Organisations) - Allows the user to Record a Contact/create New referral for the Organisations record type, display on the record and search pages.
• Record a Contact (Professionals) - Allows the user to Record a Contact/create New referral for the Professionals record type, display on the record and search pages.
• Record a Contact (Referrers) - Allows the user to Record a Contact/create New referral for the Referrers record type, display on the record and search pages.
• Record a Contact (Staff) - Allows the user to Record a Contact/create New referral for the Staff record type, display on the record and search pages.
• Record a Contact (Suppliers) - Allows the user to Record a Contact/create New referral for the Suppliers record type, display on the record and search pages.
• Record a Contact (Trustees) - Allows the user to Record a Contact/create New referral for the Trustees record type, display on the record and search pages.
• Record a Contact (Volunteers) - Allows the user to Record a Contact/create New referral for the Volunteers record type, display on the record and search pages.
• Record a Contact (Roster Workers) - Allows the user to Record a Contact/create New referral for the Roster Workers record type, display on the record and search pages.
• Referrals - New Diary Entry - Legacy Feature - Allows access to the New Diary Entry screen(Deprecated Feature).
• Referrals - Referral Details -
• Referrers -
• Registered Disabled -
• Relationships Screen -
• Restricted IP Addresses -
• Risk Assessment Tab -
• Software Release Schedule -
• Staff -
• Suppliers -
• Text Anywhere Usage -
• Trustees -
• Uploaded Documents -
• Uploaded Documents (Download) -
• Uploaded Documents (Send by Email) -
• Uploaded Documents (Upload) -
• Uploaded Documents (View) -
• View Letters -
• View Volunteer Assignments -
• Volunteer Job Cards -
• Volunteering Diary -
• Volunteers -
• Classification Questions -

Administration Tab

This tab controls the access to the main administration areas of the system. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

You will find the following options:

• Bank Holiday Dates -
• Benefits -
• Blue Badge Holder -
• Carer's Role -
• Consent Given -
• Consent Rules -
• Contact Methods -
• Contact Types -
• Courses & Qualifications -
• Customise Orgs & People -
• Accommodation Type -
• Age Range -
• General Category of Need -
• Postal District -
• Ethnic Group -
• Living Arrangements -
• Marital Status -
• Person/Organisation Category -
• Religious Group -
• Status -
• Service User Group -
• Sexual Orientation -
• DBS/PVG Checked -
• Disabilities -
• Eligible For Gift Aid -
• Email Setup -
• Employed -
• Equipment -
• Extended Orgs & People List -
• Field Sets -
• GDPR Settings -
• Gender -
• Groups & Skills -
• Handyperson Cancel. Reasons -
• IMCA Drop Down Lists -
• Information Links Headings -
• LSOA Areas and Wards -
• Main Language -
• Manage Menus -
• Organisation Details -
• Project Funding Streams -
• Project Rules -
• Project Set Up -
• Project Subcategories -
• Publication Categories -
• Publication Languages -
• Publications -
• Referral Reasons -
• Referral Sources -
• Referral Templates -
• Referral Templates - Progress Stages -
• Relationship Types -
• Relationships -
• Signpost / External Referral Types -
• Standard Letter Templates -
• Standard Letter Types -
• System Uploads -
• Termination Reasons -
• Transport Methods -
• Unavailability Reasons -
• Uploaded Doc. Categories -
• Victim of Crime -
• Webform Builder -
• Backup System -

Security Tab

This tab controls the access to the main security sections of the system. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

You will find the following options:

• Backup Audit -
• Cleanse Data / Anonymise Records -
• Data Migration Centre -
• Delete Referrals -
• Extension Database Setup -
• Group Access -
• Insert Audit -
• Message Sending Options -
• Operational Rules -
• Portal Settings -
• Postcode Anywhere -
• Referral Closure Update -
• Reset First Level Password -
• Supporting People Settings -
• Text Anywhere Settings -
• Update Replica Databases -
• User Login History -
• Users -
• Classification Codes -
• Classification Groupings -

Reporting Tab

This tab controls the access to the main reporting of the system. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

You will find the following options:

• Action List -
• Activity Summary -
• Analytics -
• Benefits -
• Data Extraction/Mail Merge -
• Equipment Allocations -
• Extension Database Reports -
• Groups & Skills -
• Job Card -
• KPI Report Designer -
• Mailing History -
• Page Visit -
• Print Job Cards -
• Progress Interval Reports -
• Publications -
• Timesheets -
• Unavailabilities -
• Volunteer Assignments -
• Volunteer Time -
• Volunteers -
• Waiting List -
• Classification Codes Extract -
• Classification Codes Report -

Modules Tab

This tab contains sub tabs to the Modules used by your system.

Accounts Module

This tab controls the access to the module. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

You will find the following options:

Accounts

• Create Invoices -
• Edit Invoices -
• Export Payroll/Invoice Data -
• Unlock Invoices -
• Roster Worker Parameters -

Accounts Set Up

• Cost Centres -
• Export Invoices -
• General Charge Rates -
• General Pre-Invoice List -
• General Rates In Projects -
• HP Material Costs -
• HP Pre-Invoice list -
• HP Project Labour Costs -
• HP Standard & Project Nominal Codes -
• Invoice Layouts -
• Invoicing Parameters -
• List Invoices -
• Payment Methods -
• Print Invoices -
• VAT Codes -
• View Invoices -
• Roster Rates -
• Roster Rates in Projects -
• Roster Worker Pre-Invoice List -

Audit & Outcome Module

This tab controls the access to the module. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

You will find the following options:

Audits & Outcomes

• Outcomes -
• Benefits Entry -
• Ladder Outcome Entry -
• Referral Audit -
• Simple Outcome Entry -

Outcome Reports

• Client Outcome -
• Intervals and Latest Outcomes -
• Ladder Outcomes -
• Outcomes (Raw Data) -
• Outcomes by Group (Raw Data) Report -
• Target Comparison -

Outcome Set Up

• Ladder Outcomes -
• Outcome Groups -
• Simple Outcomes -

Branches Module

This tab controls the access to the module. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

Clubs & Clinics Module

This tab controls the access to the module. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

IMCA Module

This tab controls the access to the module. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

Handerperson Module

This tab controls the access to the module. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

Funded Work Module

This tab controls the access to the module. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.

Support (Roster) Module

This tab controls the access to the module. There will be five columns displayed:

• Option - Name of the option that is controlled by the access rights.
• View/Access - This access right will enable the users of the group view or access the page or area of the option selected.
• Create New This access right specifies the users of the group can create new for the option selected.
• Edit - Allows the users of the group to edit the option selected.
• Delete - Allows the users of this group to delete the selected option.