The User and Role Management tool is a feature that allows a Site Administrator to add provisioned users, create teams for collaboration and assign access to tools like reporting. Some of the things that you can manage with the User and Role Management tool include:
- Sharing of Favorites and Notes
- Sharing of client navigation information such as Referrals and Assessments
- Managing access to aggregate or PII Reporting
You as an organization will decide who your Site Administrators should be and your Customer Success Manager can set them up in the system based on your specifications.
The User and Role Management tool can be found under the Site Tools menu.
Roles give access to different site tools available on your platform. Some roles are standard. Other team-based roles can be created for additional collaboration.
The following roles come standard for each customer and can be assigned to any provisioned user:
Site Admin- Access to the Site Tools menu, including this User and Role Management Tool and the Customized Search Results Tool
Aggregate and PII Reporting Access - Access to reporting that includes both aggregate reports and reports that contain PII such as names and email addresses.
Aggregate-Only Reporting Access - Access to aggregate reporting only
PII-Only Reporting Access - Access only to reports that contain PII
Note: You only need to assign one reporting role. If a user should see all aggregate and all PII reports, assign the Aggregate and PII Reporting Access role.
Team Based Roles
Team-based roles can be set up for collaboration. Users in any role can:
- Share program notes
- Share favorite folders
When setting up a role, the Site Admin can elect to turn on Team Navigation. Team Navigation automatically shares all navigation activity with other members in that role. This feature is designed for care teams that share referral or navigation information across their team.
When enabled, Team Navigation automatically shares the following information with other members in that role:
- Submitted Referrals
- Submitted Assessments
- Navigation Notes
If a user is in two roles with team navigation enabled, those actions will be automatically shared to all members in both roles.
Setting up Roles
To set up roles, click on the clipboard icon on the left menu to open the Roles Dashboard.
To add a role, click the plus sign on the right. Enter the information about the role and choose the permissions.
Sharing Favorite Folders and Notes: All roles will automatically allow staff to share favorites and notes with each other.
Team Navigation is designed for case management teams and other organizations that share referral or navigation information across their teams.
Use the User and Role Management tool to create users who are provisioned for your site. Provisioned users will have access to additional tools like Assessments and Guided Search. Add your provisioned users to team-based roles and allow them to share Favorites and Notes, and even navigation history, with each other.
To provision your users, click the user icon from the menu on the left to open the User Dashboard.
Click the + on the right of the User Dashboard which will open a user form. Fill out the contact information for your Authorized User.
From the user form, select "Edit User's Roles" and select the roles for that user. Then click "Save".
Note: Roles need to be set up in advance from the Role Dashboard.
Editing Users and Their Roles
To edit a User, highlight the user in on the User Dashboard. Then click the pencil icon at the top of that user preview (you may need to scroll up).
Once you click the pencil icon, you will see the User form and can make edits to their name, contact information or their roles.
To edit multiple users, select the check boxes next to the user's first name. From here you can add multiple users to a role by clicking the clipboard in the top right.
To remove a single user, highlight the user in the User Dashboard and click the pencil edit icon (you may need to scroll up). Once the user form is open, there will be a trashcan on the top right. Clicking this will give you options for how you want to deactivate your user.
Best Practices For Deactivating Users
Lock Account - This is intended for organizations like hospitals, insurance companies, or other organizations where staff all work for the same entity. Locking account keeps that user's activity such as referrals, with the organization, but restricts the user from being able to access it anymore.*
Remove Permissions and Deactivate - This is intended for Community platforms where users from multiple entities are using the platform. When you deactivate a user here, they no longer can access shared information for the Community site, but will retain access to referrals, notes, and favorite folders that they have made on AuntBertha.com.
*Note: If you are choosing the first "Lock Account" option, you may also want to select the second option to deactivate them as well.
User Status Definitions
On the User Dashboard, there is a status for each user:
Active users are live provisioned users for that site
Pending means that they still need to approve their account either through the email link or by resetting their password.
Inactive means that the Site Administrator clicked "Remove Permissions and Deactivate". This removes their provisioned status from the WL and removes them from any roles, but they can still log into their account on AuntBertha.com and see the activities they've done
The lock icon means that the site admin clicked to "lock" their account so that they cannot login again