Security Classes are customizable permission settings you can use to restrict or grant access to client data and features in Penelope beyond the User Group. While the User Group defines the base-level permissions and interaction with Penelope, the Security Class defines which specific screens, features, and client information a set of Workers have access to.
You can create an unlimited number of Security Classes for your agency depending on your organization’s unique requirements. Here are a few items you could consider when designing your Security Classes:
You can design the Security Classes around job function, team, location, etc.
You can assign multiple workers to the same Security Class
You can create Security Classes for single workers who require unique access permissions in Penelope
For a full list of Security Class Settings, please refer to this article.
A Security Class is made up of several Security Class Settings that you enabled or disable. These specific settings determine what the worker can see and do in Penelope. Security Class Settings are grouped into the following categories:
Security Setting Category | Description |
Specific Pages | Settings related to the ability to view features (for example, the Group List or the Intake Wizard) or feature components (for example, the Cart tab of a Service File) as well as the ability to make some features read-only. |
Workers | Settings related to the viewing or editing of Worker Profiles as well as Site-based restrictions for the Master Agency Schedule and Agency Events page. |
Search | Settings that allow you to hide specific tabs or sub-tabs in the Search feature. |
Billing Information | Settings related to viewing and processing billing information for Funders or Individuals. |
Funders | Settings related to setting up Funders and Group and Public Policies. |
Policies | Settings related to viewing Policy information and setting up Private Policies. |
Case and Service File | Settings related to creating or viewing Cases and Service Files. |
Events | Settings related to viewing or modifying Events. |
Documents | Settings that allow you to hide or restrict access to the Documents sidebar at specific levels in Penelope. |
Informal Services | Settings related to accessing Informal Services. |
Setup | Settings related to the ability to access some components of the Setup sidebar. These settings are typically enabled only for Penelope Super Users (those responsible for configuring or maintaining your agency's Penelope settings). |
Reports | Settings that allow you to disable access to the main Reports page or hide groups of Reports in the Main Reports page. |
Attachments | Settings related to viewing Attachments at the Service Event and Service File levels as well as the ability to delete Attachments. |
PCEHR | Settings related to viewing IHI numbers |
There are two ways to view a Security Class: the View Screen and the Edit Screen:
View Screen (Read-Only)
Edit Screen (Read-Write)
Red dot = Setting is disabled / Green dot = Setting is enabled
For more information about specific settings in these categories, please review the List of Security Class settings topic.
Creating Security Classes
We’ve created a template to assist you in designing your Security Classes. Download the Penelope Security Class Template file to get started.
Create a New Security Class
1. Navigate to User Setup > Security > Class Setup tab.
2. In the Security Class section, click Add.
3. In the Class Name field, type a name for the Security Class you’re creating.
4. Optionally, in the Notes field, type any additional information you’d like about the Security Class.
5. In each of the Security Class Categories, select which settings you’d like to enable by clicking the adjacent checkbox. For more information about what impact each setting has, please review the List of Security Class settings topic.
6. Click Save.
After you finish: Assign Workers to your newly created Security Class.
Copy an Existing Security Class
You can use an existing Security Class as a template for a new Security Class. When copying the Security Class, you inherit the same settings which you can adjust to reflect the specific needs of the new Security Class.
1. Navigate to User Setup > Security > Class Setup tab.
2. In the Security Class section, click the Security Class you want to modify.
3. In the Class Name field, type a name for the Security Class you’re creating.
4. Click Edit. In each of the Security Class Categories, select which settings you’d like to enable by clicking the adjacent checkbox. For more information about what impact each setting has, please review the List of Security Classes topic.
5. Optionally, in the Notes field, type any additional information you’d like about the Security Class.
6. Click Save.
After you finish: Assign Workers to your newly created Security Class.
Assigning Workers to a Security Class
You can assign a worker to a Security Class in one of two ways: from the Security Class page or from the Worker’s Profile.
Assigning a worker to a Security Class from the Security Class page works best for assigning multiple workers — for example, if you have already created Worker Accounts and want to change the Security Class for several of them. Assigning a worker to a Security Class from the Worker’s Profile page works best for assigning single workers.
Assign Multiple Workers to a Security Class
1. Navigate to Security Setup > Class Setup tab.
2. Click the Security Class you want to assign Workers to.
3. On the Members tab, in the Security Class Members section, click Add User.
4. In the User field, start typing the name of the worker you want to assign to the Security Class and select the name from the suggest lookup list.
5. Click Save.
6. Repeat Steps 3-5 for any additional workers you want to assign to the Security Class.
Useful Information
You can set the Security Class for new Workers while creating the new Worker Profile.
Assign a Single Worker to a Security Class
1. Locate the Worker using the Search > Worker tab, Fill in any Search Criteria you’d like and click Go.
2. In the Results section, click the Worker whose Security Class you want to modify.
3. On the Profile tab, click Edit.
4. From the Security Class drop-down, choose a Report Security Class.
5. Click Save.
Useful Information
Workers with a System Administrator account automatically have access to modify a worker’s Security Class while Intake-Mgmt or Admin-Exec account must be given access via Security Class Settings.
The following Security Class Settings must be enabled for an Intake-Mgmt or Admin-Exec account to have access: Worker Security Settings > Allow access to Worker Set Up
View a List of Permissions for a Security Class
You can run the Security Class Report to get a summary of the specific settings you’ve enabled for specific Security Classes. You can optionally include a list of members or Workers assigned to the Security Class.
1. Navigate to User Setup > Security > Class Setup tab.
2. From the Reports sidebar, click the Security Class Report.
3. In the Report Options section, ensure that the Security Class > User option is selected.
4. In the Criteria section, from the Security Class drop-down, choose which Security Class you’d like to report on.
5. Optionally, in the Report Options section, click the Include Members option to display a list of workers assigned to the Security Class.
6. Click View.
If you’d like to print the report, complete one of the following options:
If your agency logo appears in the top left corner of the report, click the logo and follow your browser’s printing steps.
If you do not see your agency logo, on your keyboard, press CTRL/CMD + P and follow your browser’s printing steps.
Modify Permissions for a Security Class
You can modify an existing Security Class as your agency’s needs change. Consider creating a new Security Class if only a subset of Security Class Members should be impacted by the change.
1. Navigate to User Setup > Security > Class Setup tab.
2. In the Security Class section, click the Security Class you want to modify.
3. Click Edit.
4. As needed complete the following tasks: To enable a setting, click the adjacent checkbox. To disable a setting, clear the adjacent checkbox.
5. Click Save.