Page Comparison

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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)

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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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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

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STAFF ACCESS and OTHER USER ACCESS 

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.

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
See: Inherited Permissions
See: Editing Permissions

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;

• 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
See: Create a new user from the Contact Manager

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

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. 

How do I restrict users access to specific Supported Individuals they support?

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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
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;

• 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

See: Create a new user from the Contact Manager

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

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 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 Manager: Programs 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: View & Edit Groups By User 

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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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