Who is this article for?

Administrators and Managers who want to learn how to get started with scoping by module.

Administrator permissions are required to follow some of these steps.

It is recommended profiles are used, in conjunction with scoping from home organisation unit in majority of cases. Scoping module by module means profiles cannot be utilised and is therefore additional administrative work. The following outlines how module by module scoping can be used in the rare circumstances it may be required.

1. Scoping by module

Module by module scoping can be used when the user needs access to:

• Organisations that aren't part of their home organisation unit.
• Multiple organisations, such as several projects.
• Different organisations for different modules. For example a safety manager may need access to the entire company's list of issues in Lucidity Incident but only needs to view their local projects completed forms from Lucidity InForm.

To assign scoping module by module, from the relevant user account:

1. Select the required module from the tab options.

2. From the relevant organisation or field, click Add.

1. 3. Using the pop-up filter, select the required options.

   4. Click Done.

5. The selections will be displayed.

1.1. Actions Scoping

It is important to understand scoping in a particular module will impact the user scoping for actions in all modules. If a user has scoping applied to only see organisation X in Lucidity HR for example, they will only be able to see actions associated with organisation X in all other Lucidity modules, regardless of the scoping in the other modules. Using the Home Organisation Unit for scoping is the recommended approach and will avoid this complication. This is only relevant for users who have permissions to view actions other than their own.

2. Scoping Differences Between Modules

Video: Scoping Differences Between Modules

Most module scoping is by organisational units however there are some variances, outlined in the table below.

Note: Scoping becomes irrelevant if the user is only able to view their own records, forms, issues etc.

3. InForm Scoping

There are several ways scoping can be applied to users for InForm. 

• Individual Privileges

  • Typically an InForm general user will only have privileges to view the forms where they are the the respondent to.

  • Access Roles above this typically include privileges to view all forms.

• Home Organisation Unit

  • When a form is completed, the respondent completing the form selects the relevant organisational details such as a particular division that the form is applicable to. This can be auto populated based on the users HR details.

  • Users can be scoped to only see forms in division A for example.

  • Note that the forms can have a different entity to the user. For example, if a users home organisation is listed as division B but they are completing a plant pre-start form for division A, the form will belong to division A and only those users who have privileges to view division A forms will see it. The fact the user's personal home organisation is division B is irrelevant in this case.

• Form Groups

  • Form groups allow for scoping to restrict specific forms.

  • As an example, there may be a form group for HSE and a form group for HR.

  • Access can be given to the HSE form group which means the user can complete any form within.

  • If access is not given to the HR form group, the user won’t even know it exists and won’t be able to see or complete any of the forms within.

These options can be used in isolation or combined. A user can have permissions to view every single form in a particular form group for three out of five divisions for example.

4. Form Group Scoping

Video: Form Group Scoping

Users can be scoped by form groups which means only forms within the selected form groups will be available for completion and viewing. This can be done at the role level where groups of users can be scoped or at the individual level which is only recommended in an unusual, one-off case. 

To scope a role to a particular form group, from the edit roles page:

1. Create the role for InForm as normal.

2. To scope to a particular form group, untick the Scope to all form groups option.

3. By default, the Scope to all form groups will be ticked, meaning all users in the role will have access to all forms.

   

4. Select all the form groups to be scoped.

   

4.1. New Form Groups

It is important to note that if new form groups are added in InForm, these will not be available to any user that has form group scoping applied. These will need to be added to the Access role as applicable.

4.2. Sum of Form Groups

Form Group access can also be given to a user in their individual user account. The form groups a user has access to will be a sum of the form groups in their Access role as well as the form groups within their individual account. 

If the Access role has three form groups selected and the individual user account has three different form groups selected, the user will be able to see all six form groups.

5. Intranet Scoping

Video: Lucidity Intranet Permissions, Intranet Scoping and InForm Scoping

Access roles for Lucidity Intranet do not include viewing or editing permission to any of the Management System pages or any of the folders within the Filing Cabinet by default and need to be specified. Without these permissions allocated, users will not be able to view the Management System or the Filing Cabinet. Users can be given access to the Management System pages or the Filing Cabinet at the role level or at the individual level. 

6. Filing cabinet permissions

To allocate permissions to a folder within the Filing Cabinet, from the edit roles page:

1. Create the role for Intranet as normal.

2. In the Cabinet Permissions section, use the + and - buttons to locate the highest level folder the user is required to access. They will have access to this folder and all it's sub-folders.

3. Click Select Roles.

   

    

4. Click View Permissions to view or change the permissions for the selected role.

   

5. Apply to both the Document Vault and the Filing Cabinet folders as required.

7. Intranet Management System Permissions

To allocate permissions to a Management System, from the edit roles page:

1. Create the role for Intranet as normal.
2. From the Management System Permissions section, apply the required edit or view permissions for each Management System.

7.1. Sum of Privileges

Access to Management Systems or Filing Cabinet folders can also be given to a user in their individual user account. The Management Systems or Filing Cabinet folders a user has access to will be a sum of the permissions in their Access role as well as those in their individual account. 

For example, if the Access role has three Filing Cabinet folders selected and the individual user account has three different Filing Cabinet folders selected, the user will be able to see all six folders.

8. Further Reading

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