USING SECURITY ROLES (User's Manual, pgs. 763-765)

A role is simply a group of users who are intended to have similar Security Access. They are not required to have identical Security Access; you can set up the users in a role to have identical Access if you want, but after doing so, you are free to tweak the settings of any individual user within that Role. Each user can only be assigned to one Role.

Let's set up a role. Suppose you have a practice with two physicians, three nurses, and two secretaries. You want the nurses to have similar access. Your nurses are named Nancy Barton, Clara Nightingale, and Betty Syringe.

1. Press System\Security. Enter the Master Password.

2. Click on Roles

3. You see a list of Roles you have created. Suppose you want to create a new Role named NURSE. Click on Add.

7. Click on the name of the nurse whom you want to be the Role Model. This is the user whose Security Access settings will be copied to the other users with the same Role. In this example, highlight Nancy Barton's name by clicking on it.

8. Press Edit to edit Nancy Barton's Security Access settings. Suppose you want your nurses to have Read Only access to Brochures and the Vocabulary Editor, and Write/Read Access to the other Global functions. Click on the appropriate buttons to set this up.

9. Press Next to set up the Security Access for each Provider in your practice. For example, for your nurses, you might want to give them Write/Read access to each program function. In that case, click on General Access Level, Write/Read to set all of the choices to Write/Read. Continue pressing Next until you have set the levels for both physicians in the practice.

10. Press Ok to store these settings for Nancy Barton. You are now returned to the Add a Role window.

11. To give the other users who are currently checked (Clara Nightingale and Betty Syringe) the same settings as Nancy Barton, simply press Ok. (Make sure Nancy Barton is still the user with the highlight bar over her name).

12. When asked if you are sure you want all checked users to have the same Security Access settings as: Nancy Barton, click Yes.

1. In the Security Menu, click Assign.

2. In the User window, select Clara Nightingale, and click Ok.

3. In the Assign Security Levels window, click on Write/Read under Brochure Access and press Ok.

Notice, that even though Clara Nightingale has a Role of Nurse, she is allowed to have different Access settings from the other Nurses. Thus, you can have all users with a similar Role have nearly the same settings, but they needn't be identical. (On the other hand, right now Nancy Barton and Betty Syringe do have identical settings).

The advantage of using Roles is that you can set up the Access for just one user in a Role, and then apply those settings to many other users in one step, instead of having to repeatedly press System\Security\Assign, select each user's name, and then set up each Assign Security Levels screen for each user.

Suppose a month later a new nurse joins your practice. You want to give her the same Security Settings as Nancy Barton. Her name is Carrie Tender.

1. Press System\Security. Enter the Master Password.

2. Press Roles.

3. Highlight NURSE and press Edit, or double-click the word NURSE.

4. Click to place a check mark in front of Carrie Tender.

5. Remove the check mark in front of Clara Nightingale. (This step is important. If you keep Clara Nightingale's name checked, then she too will be set to the same Access as Nancy Barton, and thus lose the ability to Write Brochures that you set above. Any nurse who has "special" settings that differ from Nancy Barton should now be unchecked).

6. Click on Nancy Barton's name to highlight it, then press Ok.