Note: If your screen does not look like this when accessing the Users page, please head here!
Permissions and user management is found by clicking on the Account Management link located under the user badge. The Account Management App has different menu options where administrators can set up new users, manage existing users and their permissions, and manage Roles (templatized permissions sets). Currently, standard users cannot access this app, however they can update their User Preferences and change their password if necessary.
Access to the Account Management App can also be located under Access Control left menu while in the Administrator Tab.
The following are capabilities of the Account Management app broken down by page:
The Users Page is where administrators can view all active users in their Apricot. From this page they can create new users and see how many user seats they’ve used and how many they have available. For information on adding a new user, click here!
Search: Admins can use the search bar to find users by name.
All Programs Dropdown: Admins can use this dropdown to filter all active users by Program assignment. Admins can select more than one Program to filter by.
All Roles Dropdown: Admins can use this dropdown to filter all active users by Role. Admins can filter down by more than one Role.
Switching Views: Admin’s can switch the view of this page by selecting one of these two icons. The page defaults to the row view, but users also can view active users in card view format.
User Details Page
You can find the User Details Page for a user by clicking on the Details link on their User Card located on the Users Page. The User Details Page is where admins can make changes and updates to specific users.
Update User Info: An admin can update the name and email address for a user by selecting the Update button or by clicking on the name or email address fields.
Deactivate/Activate User: An admin can move the Active toggle to activate or deactivate a user.
Password Reset: By selecting the Send Password Reset Email button, an admin can mandate that a user’s password be reset.
Assigned Roles & Programs: If an admin needs to change/update a user’s Role or Program assignment, they can select the pencil icon next to the Role/Program that they wish to edit. If an admin needs to add a Role or Program, they can do so by selecting Add.
User Preferences: Admins can update the User Preferences for any user.
*Standard Users can update their own preferences as well
The Roles page is where Admins can view and manage all Roles that are available to assign to users.
What is a Role?
Roles are templatized permission sets that, when applied to a program, dictate what access a User has within that Program.
Admins can update these templatized permission sets by selecting the pencil icon next to the Role they would like to edit.
Roles Details Page
The Roles Details Page is where administrators can manage and build out their Roles.
Admins can update the name of the Role as well as add a short description for the Role.
Forms: In the Forms section, admins can designate the level of access this Role has for each Tier 1 and Tier 2 form. View access allows users to view records created from the form selected. Search access allows users to use the search functionality to find records created from the form selected. Create access allows users to create new records from the form selected. Edit access allows users to edit existing records from the form selected. Archive access allows users to archive records created from the form selected. Archive access is a very powerful capability and access should be very carefully selected. Click these linked articles to learn more about Caseloads and Secure Fields/Field Level Access.
Reports: In the Reports section, admins can designate the level of access this Role has for reports. View access allows users to view the report selected. Edit access allows users to make changes to the report selected.
Search: Admins can search for form, reports, programs by name to better locate what their looking for.
Role and Program Assignment
Managing access for users is easy. An admin can assign Roles and Programs to users. Users will only have access specified by the Role for the Programs they are assigned.
Example: If a user has the Case Management Role in Program A, they will only have access to records and data specified by the Case Management Role within Program A. They will not see records or data from the same forms/reports in Program B.
Role and Program assignment is managed two ways:
Creating a New User
User Details Page
Access Management for New Forms
You can manage form access for Roles in the Form Designer by selecting Form Permissions from the Form Actions palette.
After selected, you can assign View, Search, Create, Edit, Archive access for each Role. Use the search bar to find the specific Role you are looking for.