When a user is created, it is mandatory to allocate them to a business unit. This becomes their Own Business Unit. You will see this listed in Assurance whenever you need to allocate someone access rights. See more information on business units and how they are created, here.
By using the locked, 'Business Unit?' field on your forms, your individual form submissions are automatically placed into a business unit once this field is filled out. We highly recommend that if you use this field in your forms, it is made mandatory.
Please note: it must be the locked Business Unit? field, visible in your Registers & Forms Field Library. *Important note: This field may have been renamed to something else, for example: Location or Service.*
The field is also identified on the form if in the 'Original Name' section it says 'Business Unit'
Both your users and forms can be allocated to specific functional areas of your organisation. The access rights aren't solely determined by template.
When creating or editing a Full user, you can drill down their access rights so that they can only see the relevant information for their business unit and/or any other business units or combination of business units. As long as the business unit field has been used on the forms, Assurance can allocate the permissions based on business unit.
This is useful for example, if you have one form you want to use across your organisation, but people can only view specific submissions of those forms, based on their role within the organisation. This means someone can have full Manage access to a Register, but only to forms that are in a certain business unit in the Register.
See the final section on this page for information on limiting a user's access by business unit.
How to allocate access rights according to business unit
The following process forms part of allocating access rights, which can be viewed in the 'Allocating Access Rights to Full Users in Assurance' article and highlights how these rights are determined by business units as well as the particular Register in Assurance you are granting access to and the role the person can perform (View, Report or Manage).
You can allocate access rights to Full users one of two ways, either via the 'Rights' tab on the user profile or from the 'All Roles' screen under Access Rights > All Roles.
Allocate access to certain business unit data from the 'All Roles' screen
Once you have created the role, in this case the role is 'Demo Form Manager', you can add selected users to the role and also select which business unit information they have access to. In this case, 'Test Person' has access to 'All Business Units'.
I can select the second tab across and 'Select Users by Business Unit'.
Here, all users who are part of the 'Company' business unit have access to only the 'Clinical Team' information, from the Demo Form.
Allocate access to certain Business Unit data from the 'Rights' tab on the User profile screen
When you provide a user certain access rights from the 'rights' tab on their profile, this automatically defaults to access to their own and sub-business unit visibility. However, you can add a business unit using the following process:
Select the plus icon to the far right of the role.
Add the business unit access and select 'Save'.
Limiting a user's access by business unit
If a user’s access is restricted to certain business units, they will have rights to see Register & Form records within those business units AND all Register records on the template with NO business unit.
In order to ensure that access is limited to a business unit, the following must be done:
The special locked business unit field must be included on the Register/Form Template.
A business unit must be selected on each Register/Form record.
For example:
James Smith has been assigned a role where he can read the Incident Register. He is restricted to seeing records in the Marketing Business Unit. He will see the following records:
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