Who is this article for?

Administrators and Managers who want to learn about Scoping.

Administrator permissions are required to follow some of these steps.

Discover how to effectively manage user access and streamline information flow within your organisation using Lucidity's powerful scoping features. This article will walk administrators and managers through the intricacies of user scoping, enabling you to enhance security, improve efficiency and tailor information visibility to specific roles and projects. 

1. Scoping

Video: Intranet Scoping, InForm Scoping, InForm - Asset Integration, Using Hyperlinks in Forms & Lucidity App Webinar

Watch the video to view a 30 minute comprehensive training Webinar focusing on several features from Lucidity Intranet, Lucidity InForm, Lucidity Access and the Lucidity App.  

• Intranet Scoping by Bulk
  • Start time: 0:00
  • Duration: 8 minutes
• InForm Scoping by Bulk
  • Start time: 8:40
  • Duration: 4 minutes
• InForm - Asset Integration
  • Start time: 12:30
  • Duration: 5 minutes
• Using Hyperlinks in Forms and Lucidity App
  • Start time: 17:30
  • Duration: 7 minutes

Note: This Webinar was recorded in May 2020. Any updates to the features or modules discussed since then will not be included.

Video: Define User Scoping

Scoping can be applied to restrict the information a user can view and manage, typically by organisation. For example, a user named Joe Bloggs may be scoped to view records, forms, and incidents that relate to the Northbridge Construction project, but not those associated with the Eastvale Expansion project. Scoping can be used for security purposes to keep records confidential, as well as to simplify the user experience. If a user does not need access to a particular organisation’s records, scoping ensures that unnecessary data is hidden from view, making the system cleaner and easier to navigate.

Note: The scoping via form groups for Lucidity InForm and the various management systems and folders within the filing cabinet for Lucidity Intranet is managed differently and are outlined in detail below.

• Scoping is not mandatory, if no scoping is applied, the user has visibility of all records that fall within their access permissions.
• Scoping becomes irrelevant if the user's profile only includes the ability to view their own records (e.g. forms, issues).
• When assigning scoping, it is important to only apply scoping to the lowest or smallest organisational area.
  • If more than one organisation unit is selected for scoping, the user will see all records that match any of the scoping selections.
  • If a division is selected as well as three projects, then the user will see records that match any of the selections, the division and any of the projects.

1.1 Scope Example

Jane Smith has manager access roles assigned and can therefore view records beyond just her own. She is required to be scoped to only view records related to the Site Safety Audit project.

In the image on the left below, Jane has had scoping applied via her home organisation unit for the Operations Division, the Central Region Business Unit, and the Site Safety Audit project. This will result in Jane being able to view all records across all three organisational areas, which is not the intended outcome.

In the image on the right, Jane has had scoping applied to the Site Safety Audit project only. This will produce the intended result and has been configured correctly.

Jane’s home organisation division and business unit can remain unchanged, but the scoping has only been applied to the lowest level.

2. Home Organisation Unit Scoping

Typically, users only need to view the records for the same organisation that they are assigned to (e.g. their home organisation unit) for all modules. This can be applied from the home organisation unit area in the user's account. This scenario is the most common and can be used in conjunction with profiles.

To assign scoping for the same organisation for all modules, from the relevant user account:

1. Scroll down to the home organisation unit area.
2. Assign the user's home organisations if not already allocated.
3. Tick the scope all modules to just this for the relevant organisational area.

4. Click Save.
5. This will be viewable in the Scoping section under each module within the user's account.

2. Further Reading

• Adding a new user
• Unlocking user accounts
• Managing user accounts