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Basic setup requires six (6) steps;Table of Contents
- Import/entering data: Individual data required by the system.
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Individual data can be created manually by a Site Administrator. However, when first setting up ShareVision this may be not efficient for the Site Administrator and they can instruct ShareVision to bulk import data. Please discuss this with your Product Expert.
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The most basic required data for Individuals within the system is one record in the the People list (the Individual's name) and one record in the Profiles list (defines them as an Individual). These two records will ensure the Individual's name is displayed to click on and view the Individual's own Individuals Details page. An Individual's demographic details are stored on the Fact Sheet list. An Individual can be manually created through use of the Contact Manager feature which will create these three (3) records in sequence.
See also: Contact Manager v.3.7
Import/entering data: Program and Residence data required by the system.
The records (items) on the Programs and Residences list display your program and residence locations, giving each one a Program Details page or Residence Details page. Once Programs and Residences are entities within the system, Individuals can be added to them as 'participating' in the program or living at the residence by a record created on the Program History list (If manually entering Individuals via the Contact Manager, the Program History form will be presented for you during the 'Add Individual' process).
A Site Administrator can bulk enter items on the Programs and Residences list by the Data Sheet Mode Of that list. In the most basic setup, all that is needed is the names of the locations. Also, ShareVision can be tasked to bulk import this data.
Import/creating data: User Accounts for each staff member.
Site Administrators can manually create User Accounts with the Contact Manager feature. Also, the SIte Administrator can task ShareVision to bulk create all accounts.
Security setup: creating user groups and adding User Accounts as members of these security groups.
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- Import/entering data: Program and Residence data required by the system.
- Import/creating data: User Accounts for each staff member.
- Security setup: creating user groups and adding User Accounts as members of these security groups.
- Security setup: asserting permissions for which groups/User Accounts can view and access Programs and Residences.
- Security setup: asserting permissions for which groups/User Accounts can view and access Supported Individuals.
Import/entering data: Individual data required by the system.
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Individual data can be created manually by a Site Administrator. However, when first setting up ShareVision this may be not efficient for the Site Administrator and they can instruct ShareVision to bulk import data. Please discuss this with your Product Expert. If you are electing to manually create the Individuals you support, please ensure that the /wiki/spaces/PROD/pages/35487853list has been configured before you start. |
The most basic required data for Individuals within the system is one record in the the People list (the Individual's name) and one record in the Profiles list (defines them as an Individual). These two records will ensure the Individual's name is displayed to click on and view the Individual's own Individuals Details page. An Individual's demographic details are stored on the Fact Sheet list. An Individual can be manually created through use of the Contact Manager feature which will create these three (3) records in sequence.
See also: Contact Manager v.3.7
Import/entering data: Program and Residence data required by the system.
The records (items) on the Programs and Residences list display your program and residence locations, giving each one a Program Details page or Residence Details page. Once Programs and Residences are entities within the system, Individuals can be added to them as 'participating' in the program or living at the residence by a record created on the Program History list (If manually entering Individuals via the Contact Manager, the Program History form will be presented for you during the 'Add Individual' process).
A Site Administrator can bulk enter items on the Programs and Residences list by the Data Sheet Mode Of that list. In the most basic setup, all that is needed is the names of the locations. Also, ShareVision can be tasked to bulk import this data.
Import/creating data: User Accounts for each staff member.
Site Administrators can manually create User Accounts with the Contact Manager feature. Also, the SIte Administrator can task ShareVision to bulk create all accounts.
Security setup: creating user groups and adding User Accounts as members of these security groups.
Site Administrators can create User Security groups that may apply to a role (e.g. 'Supervisors') or location (Program or Residence) for use later in the setup to limit/manage what a user may view, edit and delete.
**STEVE: this needs a link to a page re User Groups.See: Group Settings
Security setup: asserting permissions for which groups/User Accounts can view and access Programs and Residences.
Security permissions can be configured and are recommended where staff users will only view and access the Programs or Residences where the work. Granting these permissions will display the Program or Residence name(s) on the 'My Programs/Residences' page for the correct users to click through to the location Program Details page or Residence Details page.
See: Security Manager: Programs and Residences (Programs and Residences section)
See: How to setup Security for Programs and Residences
Security setup: asserting permissions for which groups/User Accounts can view and access Supported Individuals.
Setting up permissions for users in regards to Individuals will display Individuals' names and give access to the Individual Details Page(s) for the correct users. The Individual Wizard Permissions list mentioned above is where you can configure permissions rules to be applied to a new Individual when the Individual is created manually with the Contact Manager.
When Individuals have been created within ShareVision either before the Individual Wizard Permissions list has been configured or ShareVision has bulk imported the Individuals' data to create them, then you will need to manually configure permissions using the Security Manager: Supported Individuals Profiles tool.
See: Security Manager: Programs and Residences
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While the above describes the most basic setup, there may be other requirements that your organization has for when the site goes live for staff to use. These requirements may include and be extra to below;
In these requirements and others, your assigned Product Expert will guide you in this implementation project. |
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How do I create a form for staff to complete?
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The purpose of archiving is to keep Lists that grow rapidly to a manageable size, reducing the page load times without permanently deleting historical data. Archival records cannot be used in reports or any other areas of your ShareVision site. Archives should also not be used as a backup of your data, but rather as a repository for old records.
Archiving Add-On
The Archiving Add-On aids the archiving process in your ShareVision site providing a simple tool that allows you to choose the list and the date period of data to capture, while giving the option to delete archived data from the list at the end of the process. The Archive tool will then replicate the list by creating a new list called “Archived- *List name*” in the Archived lists section of your ShareVision All Site Content page.
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See: Document File Management and Uploading
STAFF ACCESS and OTHER USER ACCESS
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How do I give a new staff member access to ShareVision?
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How do I give a new staff member access to ShareVision?
Granting someone access to your ShareVision site is the basis of the security of the personal data stored on the site, and requires planning and understanding of the security model. There are several tools to assist with this to help make the management of site security more straight forward. All access is granted through the application of site permissions. To fully understand ShareVision security it is important to understand Site Permissions and how they are applied.
Understanding Permissions
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 Permissions are the rules applied by site administrators 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
See: Inherited Permissions
See: Editing Permissions
There are four steps to grant a staff member access to a ShareVision site:
- Creating User Login Accounts;
- Creating Security Groups;
- Assigning permissions to Security Groups;
- Adding User Accounts to Security Groups.
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 which includes;
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See: Create a new user from the Site Actions menu
See: Create a new user from the Contact Manager
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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 tools that 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 ManagersManager: 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]and Residences
See: Security Manager: Supported Individual Profiles
See: 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] View & Edit Groups By User
SECURITY: LEVELS and PERMISSIONS to access specific information.
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How do I restrict users access to specific Supported Individuals they support?
How do I restrict users access to specific Program(s) and/or Residence(s) the work at?
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How do I restrict users access to specific Supported Individuals they support?
There are two groups of settings you can use to restrict the access of staff users to specific Individuals; security permissions and the My Individuals QuickStart icon settings.
Security Permissions
Access (and visibility) to Individual by a Staff User is configured by changing the permissions on the Profiles list item for the Individual. This change is made by breaking the inheritance of permissions the Profile item has with the Profile list permissions. Single user accounts can be given access while security groups of user accounts can also be given permission to access specific Individuals. Permissions to Individuals can be effected three ways;
Individual Wizard Permissions
This is a list used by the Intake New Clients Wizard feature that applies pre-defined permissions to new Individuals being added to the system and a residence or program, or, when an existing Individual within the system is added to a new program or residence. This list needs to be defined for permissions to take effect.
Security Manager: Supported Individual Profiles.
A tool for Site Administrators to bulk manage permissions on multiple Individuals' Profiles list items.
See: Security Manager: Supported Individual Profiles
Profiles list item manual permissions configuration.
While it is recommended to use the above methods of effecting permissions changes, there may be occasions where the Site Administrator has a need to go to the Profiles list, find an Individual's Profile item and make permissions changes.
Navigate to Site Actions > View All Site Content > (lists) Profiles > (item of Individual) View > Manage Permissions
'My Individuals' QuickStart Icon
It is strongly recommended to configure permissions as described above. An extra step can be taken to ensure Staff Users can only view and access Individuals via the locations these Individuals participate with your agency. That is, the Staff User would have to click on a Program or Residence to then see the list of Individuals' names within that location. From there they can click an Individual's name to view their Individual Details page.
This is achieved by hiding the 'My Individuals' QuickStart Icon and therefore no link to the Individuals list page.
See: Quickstart Menu, Navigation Bars & Icons v.3.5 & 3.7#QuickStartMenuIcons-Manage
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How do I restrict users access to specific Program(s) and/or Residence(s) the work at?
To restrict staff user access to specific Programs and Residences the Programs and Residences list item(s) permissions need to be configured (edited). There are two ways that this can be done;
Security Manager: Programs and Residences.
A tool for Site Administrators to bulk manage permissions on multiple program or residence Program and Residences list items.
See: Security Manager: Programs and Residences
While it is recommended you use the above method to make any changes to permissions, you can effect the same changes by navigating directly to the Profiles list and changing permissions on each item separately.
Programs and Residence list item manual permissions configuration.
While it is recommended to use the above methods of effecting permissions changes, there may be occasions where the Site Administrator has a need to go to the Profiles list, find an Individual's Profile item and make permissions changes.
Navigate to Site Actions > View All Site Content > (lists) Programs and Residences > (item of Program or Residence) View > Manage Permission
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I can't configure the system to suit our process. Can we customize ShareVision for our unique needs?
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If you are a ShareVisionEssentials customer, customization of your site is limited to altering the five (5) included reports. Please contact our Support Team through the Support Portal with as much description as possible and a Product Expert will contact you to discuss this further. |
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