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Overview

Services

Services are the programs that you offer to clients. Before you add services or sometime early on in the setup of your ShareVision site, you need to decide on what security model you are going to use. Do you need set permissions on services so your staff can only see the services that they work at? Or do all staff see all services?

Models for Setting up Security

Once you have decided how your agency needs to be set up you can start adding services and applying the appropriate permissions. The Add New Service link found on the Services Portal initiates a wizard (a chain of forms) that leads you through the process.

The models that we’ll cover in this article are:

• All users see all services and all clients

• Users see some services and only active clients in permitted services

• Users see some services and only clients assigned to them

☑️ Requirements/Dependencies

• Login with ShareVision Site Administrator permissions.

\uD83D\uDCD8 Instructions

Steps for Setting up Security Models when adding New Services

It is easiest to set up security as you add services. There is a wizard (form chain) that is initiated from the Add New Service link that is located on the Services Portal. The wizard starts on creating a new form for the Service, leads you through permission decisions and when finished, lands you back at the Services Portal.

Model 1 - All users see all services and all clients

Use this model if all users can see all services and all clients in the services. The role Staff can be used in this model, since all users are added to the role Staff.

1. Click on the Services Portal

2. Click Add New Service

3. Step 1 - Add Service. Fill in a short name for in the Service Name field. Fill in as many other fields as are known at this point. Click Next to go to Step 2 (Clicking Cancel will cancel the whole process.)

4. Step 2 - Add Service Roles. This step allows you to grant permissions to the roles that need access. For this model we are going to use the existing role of Staff.
   Click Add Existing Role.

   • A pop-up will open. Click into the text box and scroll to find the role Staff. Click to select the role and then click the Add Role button. The pop-up will close and you will be able to see the newly added role. You can add additional existing roles if desired.
     Click Next.

5. Step 3 – Add Automatic permissions for clients in this service. Notice that roles added in Step 2 are automatically added.

   • The Role Staff has been added with Remove Access At Exit is set to yes. If you prefer that staff continue to be able to see clients even after they have exited the service you need change yes to no.  Click into the box with the check mark in front of Remove Access At Exit; a pop-up will open. Untick the Remove at Exit box and then click Save.  Note, clicking Cancel will close the pop-up without saving any changes.

6. Consider whether only users in the Managers role should be able to see clients after they have exited the service.  If that is the case, click “Add Automatic Permissions” to open the pop-up Set Up Auto Permissions. Click into the text box and scroll to find and select Managers. Untick the box Remove At Exit. Click Add.

7. Click Finish

The new service is now set up and ready for clients to be added.

Model 2 - Users see some services and only active clients in permitted services

This is the most common model used in ShareVision.  A unique roles is created for each service and users in those roles see the service and the active clients in the service. Managers are often granted permissions to see both active clients and exited clients.

1. Click on the Services Portal

2. Click Add New Service

3. Step 1 - Add Service. Fill in a short name for in the Service Name field. Fill in as many other fields as are known at this point.
   Click Next to go to Step 2

4. Step 2 - Add Service Roles. This step allows you to grant permissions to the roles that need access. For this model we are going to first create a new role and then add the existing role of Managers.
   Click Add New Role

   • Add New Role pop-up is auto populated with the name of the new services as the Role name.  We recommend that you adopt this naming convention.

   • Click into the text box for Select users to add to role to choose the users.  When all are selected, click Add role

5. Optionally, add the existing Managers role. Click Add Existing Role

   • A pop-up will open. Click into the text box and scroll to find the role Managers. Click to select the role and then click the Add Role button. The pop-up will close and you will be able to see the newly added role(s). You can add additional existing roles if desired.
     Click Next.

6.  Step 3 – Add Automatic permissions for clients in this service. Notice that roles added in Step 2 are automatically added with Remove At Exit set to Yes. With this model we want the users in the Service-named role to no longer see clients once they exit the service – no change is required.

7. We want the Managers role to have access after clients exit the service. In the Manager row, click into the box with the check mark in front of Remove Access At Exit; a pop-up will open. Untick the Remove at Exit box and then click Save.  

8. Click Finish

The new service is now set up and ready for clients to be added.

Model 3 - Users see some services and only clients assigned to them

If you are planning to use a case management permissions model, by which staff in a service role only see client that they are assigned to, in Step 3 you will not add automatic permissions to the client for the service role. Instead, the Managers role is granted access to all clients and all other users are granted access by being assigned as an Assigned Worker. The Assigned Worker(s) field is located in the Client Contact Info form. 

Click on the Services Portal

1. Click Add New Service

2. Step 1 - Add Service. Fill in a short name for in the Service Name field. Fill in as many other fields as are known at this point. Click Next to go to Step 2 (Clicking Cancel will cancel the whole process.)

3. Step 2 - Add Service Roles. This step allows you to grant permissions to the roles that need access. For this model we are going to first create a new role and then add the existing role of Managers. Click Add New Role

   • Add New Role pop-up is auto populated with the name of the new services as the Role name.  We recommend that you adopt this naming convention.

   • Click into the text box for Select users to add to role to choose the users.  When all are selected, click Add role

4. Next we ill grant permissions to the existing Managers role. Click Add Existing Role

   • A pop-up will open. Click into the text box and scroll to find the role Managers. Click to select the role and then click the Add Role button. The pop-up will close and you will be able to see the newly added role(s). You can add additional existing roles if desired.

   • Click Next.

5.  Step 3 – Add Automatic permissions for clients in this service. Roles added in Step 2 are automatically added with Remove At Exit set to Yes. With this model we do not want the users in the Service-named role to see all clients. Click on the 3 dots in front of the role name to open the menu.  Choose Remove Auto Permission.  In the “Are you sure? pop-up, click OK.

6. We want the Managers role to have access after clients exit the service. In the Manager row, click into the box with the check mark in front of Remove Access At Exit; a pop-up will open. Untick the Remove at Exit box and then click Save.  

7. Click Finish

The new service is now set up and ready for clients to be added. When you add clients to this service, choose Assigned Worker(s) in Step 2 of the Add Client Wizard (Form Chain). Edit Assigned Worker(s) from the Client Details page, Client Contact Info page part.

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