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Managing InForm access roles
Who is this article for?Administrators who want to understand InForm permissions.
Administrator permissions are required.
In Lucidity Software's InForm module, user access is governed by a robust permissions system managed through Lucidity Access. The platform offers a set of standard roles that can be customised by system administrators to meet specific organisational needs, ensuring that users have appropriate access levels based on their responsibilities.
1. Permissions
Users are given different permission levels based upon their access requirements. Permissions for all Lucidity applications are set via Lucidity Access and are generally configured by the system administrator. The standard roles typically provided in all new Lucidity system builds are as follows. These can be edited by system administrators as required.
|
USER ROLE |
ROLE DESCRIPTION |
|---|---|
|
General User |
Using InForm, a user can email, create and edit form records and manage own actions. Includes all form groups. |
|
Contractor Representative |
Using InForm, a contractor representative can create, edit and email their own form records (scoping required to specific company) Includes all form groups. |
|
Manager |
Using InForm, a user can create, email and archive (cannot delete) form records, manage actions and use dashboard widgets. Includes all form groups. |
|
Administrator |
Administrator role for InForm |
1.1. General user
All end-users are typically given access to Lucidity InForm in order to complete and submit forms, such as requesting annual leave, reporting safety incidents etc.
Menu options:
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List All Menu: lists available form groups and forms. This is the central location to complete forms and view previously completed forms, all of which are explained in more detail in this user guide.
Additional Tab options:
- InForm Tab: this option is used to change to other Lucidity Modules installed and accessible by the user
- Actions Tab: consists of tasks allocated by the manager and/ or administrators for the user to complete
- Dashboard Tab: Summary of completed forms accessible to the user in graph, list and table format
1.2. Manager
The InForm manager role may not always be assigned to managers within the business but is more a management of the system role. Managers can view and manage form records, including reports, printing and emailing. With correct scoping applied, they may be only able to view forms from specified organisational areas and/ or specific form groups.
1.3. Administrator
Administrators will generally have access to all users and functionality within the system. In addition to the same functionality as local administrators, system administrators can also:
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Create, edit and delete all forms.
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Create, edit and delete all form groups.
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Print and email all form records.
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Access all menu and tab options.
2. Retaining system integrity
Only the administrator has the permission to manage master data such as forms, form groups and managed lists. It is recommended that the number of administrators per instance of Lucidity Software is kept to a minimum to retain integrity and consistency across the system configuration and to avoid duplication. It is a worthwhile exercise to create a standard set of guidelines that all new master data entered must follow.