Note: If your screen does not look like the screenshot below when accessing the Users page, please head here!
Permissions and user management are found in the Account Management page located when clicking the user badge in the top-right corner of Apricot. 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.
Note: The Account Management page can also be found in the Administrator view of Apricot under Access Control by clicking Users or Sites & Programs.
The following are capabilities of the Account Management app broken down by page:
Users Page
The Users Page is where administrators can view all active users in their Apricot instance. From this page, they can create new users and see how many user seats they’ve used and are still 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: Admins 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.
Roles Page
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' permissions associated with various features. Admins can update the name of the Role as well as add a short description for the Role.
Permissions
Admins can search for form, reports, etc. by name to better locate what they're looking for when setting permissions.
Forms: In the Forms section, admins can designate the level of access this Role has for each Tier 1 and Tier 2 form.
View allows users to view records created from the form selected.
Search allows users to use the search functionality to find records created from the form selected.
Create allows users to create new records from the form selected.
Edit (Records) allows users to edit existing records from the form selected.
Archive allows users to archive records created from the form selected.
Archive access is a very powerful capability and access should be very carefully selected.
Ignore Program Assignment allows standard users to view records that are not assigned to their program for the form selected.
Caseload requires that participants are assigned to a caseload before users can access their information.
View Secure Fields gives users access to view all secure field data within the form selected and view reports that contain that secure data.
Edit (Forms) allows users to make changes to the form selected.
Reports: In the Reports section, admins can designate the level of access this Role has for reports.
View allows users to view the report selected.
Edit allows users to make changes to the report selected.
Aggregate Reports: In the Reports section, admins can designate the level of access this Role has for aggregate reports.
View allows users to view the aggregate report selected.
Edit allows users to make changes to the aggregate report selected.
Bulletins: In the Bulletins section, admins can designate which Bulletins this role has access to view on the My Apricot tab landing page.
View allows users to view the bulletin selected on their My Apricot tab landing page.
Referrals: In the Referrals section, admins can designate which programs users may create referrals from and which programs they can accept/reject/edit referrals for.
Accept allows users to accept incoming referrals sent to the program selected.
Create allows users to create outgoing referrals from the program selected.
Edit allows users to edit incoming referrals sent to the program selected.
Reject allows users to reject incoming referrals sent to the program selected.
Shared Files: In the Shared Files section, admins can designate which shared files uploaded to Apricot this role has access to preview and download.
View allows users to view shared files uploaded to Apricot in My Apricot Tools > My Shared Files
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.
