There are two main Assurance user types: Full Users and Lite Users. Full Users will need to be granted Access Roles before accessing data and records in Assurance. Lite Users inherit their roles from the Tasks (Actions) or Checklists they are assigned.
This article explains the User Types and what a person can do with each User Type. Here is an article that will take you through how to grant Access Rights to a Full User.
In this article, you will learn about:
Full Users
A Full User will have the person icon next to their details, see example image above.
Full Users can interact with all the features of Assurance if given Access Rights (permission). However, they do not necessarily have full visibility of all the data on Assurance. Full Users can be included in Register Workflows, if added as an Approver. They can assign Tasks/Actions and Checklists if given the Access Roles and they can be assigned Tasks/Actions and Checklists.
Full Users can create new Register templates and amend existing ones if they are given the Administration Rights or Admin with Retire Rights role. These roles will also allow them to Add and Retire Users and manage all other Administration settings.
Full Users can use the Reports and Dashboard features, they do not need a role for this, except if they want to be able to share reports, they need the General - Share Reports role. They cannot see any other Full User's reports, unless these reports have been shared with them (even as a Super User).
A Business Unit Manager gives a User the ability to manage Users, Roles, Templates and Launchpads only for specific Business Unit(s). It is a way of allowing administration access just to particular Business Units. Business Unit Managers cannot create Register templates however they can add new fields to a Register template, but only from the existing Field Library.
Super Users
A Super User will have the star icon next to their details, see example image above.
A Super User is a type of Full User with Administrator access. They have access to ALL the data on Assurance excluding other Full User's reports, unless these reports have been shared with them.
Lite Users
A Lite User will have the person jumping icon next to their details, see example image above.
A Lite User has limited access to Assurance. They can be assigned Checklists and Tasks/Actions to complete. They cannot access Registers and Forms. Lite Users can be internal staff, external individuals, or external companies. Typically, internal staff who require Lite User access should be added to your Assurance site using the instructions in this article; How to Create a New User in Assurance. Whereas external parties who require Lite User access can be set up as either an Entity or a Contact. To learn more about how to set up an entity or a contact as a lite user, please visit this guide.
Lite Users can be conditionally notified when new Forms on the Register are created (incidents, complaints etc.). As this functionality is designed to be a notification only, they cannot contribute anything to the Form. They are typically notified via an email with a PDF copy of the submission that triggered the notification (PDF is an optional setting).
Lite Users can be tagged in the Notes (diary) section of a Form on the Register (incidents, complaints etc.) However, Lite Users can only see the message typed in the Note, as they cannot access the data in the Form associated with the Note.
Public Users (Optional Term)
A Public User is a user who does not login to Assurance, but can still interact with the system by submitting Forms via a Public Link. A Public User can be notified when certain events occur. Such as if their Form has been rejected, requires more information (send back to submitter) or has been closed.
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