User Access Management

Since Charitylog is based online, and the whole organisation has access to the information stored on it, it is important that user access is well controlled.

We suggest that it is a good idea to be as lenient with access as possible, and to trust staff as much as possible. If you try to tightly control every single user with a set of complicated rules about what they can and can't see, it is likely to lead to an awful lot of extra work for administrators. However, there is plenty of control if you need it. Ultimately the degree to which you control access is entirely up to you.

There are three ways to limit user access within Charitylog.

Limiting access for particular users

Click on the "Users" link in the "User Settings" submenu (Administration > Security > User Settings > Users).

File:A access 1.png

This will show you the list of users on your system. Click on the name of a user to edit their individual settings. Across the top of the resulting screen are three tabs which contain the settings around what this user can see and do.

File:A access 2.png

System Access tab

This tab contains general, system-wide preferences, as follows.

Allowed to Merge Records?

If set to "Yes", this user will be allowed to merge organisations and people together, as you might need to when a client is entered onto the system twice.

If allowed, the user will see a "Merge Records" link at the bottom of the Client Details screen.

Allowed to Enter Project Sub-categories?

This preference sets whether or not the user will be able to categorise referrals using Project Subcategories on the Record a Contact screen.

If allowed, the user will see a drop-down list on the Record a Contact screen, as shown.

Allowed to Delete Uploaded Documents?

This allows users to delete documents that are uploaded to the Client Details screen.

If allowed, the user will see a "Delete" button on the Uploaded Documents page, as shown.

Allowed to Delete Next of Kin Records?

This allows users to delete NoK records from the link on the Client Details screen.

If allowed, the user will see a "Delete" button on the Next of Kin & Contacts page, as shown.

Allowed to Delete Extension Database Records?

This allows users to delete extension database records. See this page for further explanation of what Extension Databases are and what they can do.

If allowed, the user will see a "Delete Record" button on Extension Database records.

Allowed to Create Private Notes?

This allows users to create Private Notes linked to the Client Details screen. For more information on Private Notes, please see this page: Private Notes.

If allowed, users will see a "Private Notes" link at the bottom of the Client Details screen, as shown.

Allowed to Log In at Weekends?

If set to "No", this will stop users logging into the system at weekends.

Earliest and Latest Log In Time Allowed

These time fields can be used to govern the times that this user can log in to the system. Leave both set to "00:00" to allow unrestricted access.

Allowed To Use Favourites?

This setting allows the user to use Favourites.

Copy Favourites from Another User, and Copy Access Rights from Another User

These allow you to "bring in" Favourites and Access Rights from a user that is already set up. This is useful when setting up new users.

Project Access tab

The Project Access tab shows which projects the user is allowed to view and edit.

790px

If the top two radio buttons are filled in (for "User has Unrestricted Access (i.e. can see/edit all projects"the user will be able to see and edit everything on the system.

790px

If either of the bottom two radio buttons are filled in (for "User has Restricted Access"), you will need to specify which projects the user in question can work with.

If you want to let the user view and work with a project, but not enter new referrals, put a tick in the first column - "Full Access (Except Enter New Referrals)".

If you want to also let the user enter new referrals, put a tick in the second column - "Enter New Referrals".

If you want to hide the detail of interactions with clients, but still show the fact that the client is active in a particular project, put a tick in the third column - "Hide Referrals In History tab". Tick this box if you want the user to be able to see simply that the client has had a referral for this project, but not see the outcome or the details of the contacts. This works irrespective of which other boxes you have ticked for this project.

Limiting access by user group

Group Access screen

The Group Access screen allows administrators to control what each User Group has access to throughout the Charitylog system. It is one of the most powerful tools that administrators have in running the system, and is covered in its own document here: Group Access.