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There are several steps involved which work in concert to provide access to a ShareVision site:
- Understanding Permissions;
- Creating User Login Accounts;
- Creating Security Groups;
- Assigning permissions to Security Groups;
- Adding User Accounts to Security Groups.
Understanding Permissions.
Permissions are the rules that get applied to other security devices (groups and/or user accounts) which allow certain access and/or actions to be performed by users (e.g., Read - can only read items they have access to, No Delete - can add/edit items with no ability to delete, Contribute - can add/edit/delete, etc.). ShareVision comes with a standard set of permissions that have generally proved to be flexible enough for most client applications. They can be further customized or new permissions can be created.
(See: [Site Permissions | https://sharevision.atlassian.net/wiki/display/SHARESUP/Site+Permissions) ]
(See: [Inherited Permissions | https://sharevision.atlassian.net/wiki/display/SHARESUP/Inherited+Permissions) ]
(See: [Editing Permissions | https://sharevision.atlassian.net/wiki/display/SHARESUP/Edit+Permissions+Caution+-+Warning)]
Creating a new User Login Account.
Each person who needs access to your site should be given their own, unique account for logging on to the site. The account includes User Information [see glossary]) This will include the User Name (account on the server, e.g., firstname.lastname -- can be a maximum of 20 characters), Display Name (name as it will be seen across the site), e-mail address (provides address for alerts and other site notifications to be directed to the user), password (used in conjunction with user login account to provide secure login to the site -- specific requirements for passwords are included on the Create New User page). Unique logins provide the best security. Although shared accounts are possible, they are not recommended for any purpose. Shared accounts mean there is no certainty as to who has logged on to the site or performed a particular action.
(See: [Create a new user from the Site Actions menu | https://sharevision.atlassian.net/wiki/display/SHARESUP/Create+a+New+User+from+the+Site+Actions+Menu) ]
(See: [Create a new user from the Contact Manager | https://sharevision.atlassian.net/wiki/pages/viewpage.action?pageId=11960353)]
Creating Security Groups.
New groups will need to be created to provide access to the Programs, Residences and Individuals you will add to your site. The standard security model is to create a unique group for each program or residence, and through that to provide access to each supported individual associated with the program or residence. There are several groups that come as part of the initial install of a ShareVision site. These provide basic access to the main elements of the site. As well, there are example groups that represent the recommended method for structuring permissions/access to the site. These groups include:
- Staff (this provides access to the basic elements of the ShareVision site; everyone requiring access to the site should be a member of this group);
- Site Administrators (members of the local admin team who are tasked with administering the ShareVision site must be added to this group);
- PRG Lifeskills (an example Program group, also used for testing and providing technical support);
- RES Seaside Home (an example Residence group, also used for testing and providing technical support);
- Managers, Supervisors, and All Reports groups are also included in the roll-out, each providing a different level of permission and access to the members of the group.
[(it is advised to keep the example/testing components and groups, and related data, at least until the site implementation has been completed; removing these should only be done after consultation with your Product Expert] )
(See: [Group Settings | https://sharevision.atlassian.net/wiki/display/SHARESUP/Group+Settings)]
Assigning permissions to Security Groups.
Depending on the intended purpose of the group, permissions may be granted to specific lists, or individual items within a list. In some instances a group will have certain permissions granted across the bulk of items on the site but, in order to restrict access to certain information, some groups are used to allow selective access to smaller sub-sets of information (e.g., to the data for a single, supported individual, program or residence) that has been isolated from the rest of the site by breaking security inheritance and applying unique permissions. There are also tools to help manage this process which provide more options for applying intricate permissions in bulk operations. Security Manager: Programs and Residences; Security Manager: Supported Individuals Profiles; Intake New Clients Wizard.
(See: [Security Managers: Programs/Residences, and, Supported Individuals | https://sharevision.atlassian.net/wiki/display/SHARESUP/Security+Manager) ]
(See: [Intake New Clients Wizard | https://sharevision.atlassian.net/wiki/display/SHARESUP/Intake+New+Clients+Wizard)]
Adding User Accounts to Groups.
It is possible to add users directly to a group by editing the group (Site Actions > Site Settings > People and Groups > if necessary, click on Groups link [top of navigation links] > select a group to add a user to > New [on toolbar]). Groups are used to provide permitted access to various elements on the ShareVision site. This provides an easier method of granting access for users to select parts of the site than creating unique permissions for each and every user added to the site. For example a group can be created for, and granted permission to, a specific program and all Individuals participating in that program. staff who should have access to that program and the Individuals attending that program have their user account added to the group and automatically will have permission to everything that the group has access to. If a staff takes on responsibilities for another program their account can simply be added to the group for that additional program (and removed from the current program group, if that access is no longer required).
(See: [Managing Group membership by User | https://sharevision.atlassian.net/wiki/pages/viewpage.action?pageId=14581849)]
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SECURITY: LEVELS and PERMISSIONS to access specific information.
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