Role-based permissions from template columns now extend to Case Notes, Documents, and Forms tabs of the case file.
If you are using role-based permissions within your template to define what roles/users have access to specific columns within the client case board; that permission now extends to the Client Notes, Document, and Form tabs of the case files. Any notes added to the activity cards under this column will only be viewable in the Case Notes tab by those with the Administrator role.
Any Documents attached to the activity cards under this column will only be viewable in the Documents tab if the user has the role of Administrator. Any forms attached to the activity card in this column will only be visible in the Forms tab to those with the administrator role.
Here is a step-by-step guide on how to set this up.
- The first step is to go to the Street Admin Screen. To do so, simply click on the gear icon in the top-right corner of the screen, As shown in the picture below.
- Once there, left-click on System Settings
- Once on this screen, scroll down to the “Turn on Program Level Permission” box. You must access this screen with an administrator role, or else the option will not show up
- Once you have found the box detailed in step three, hover your mouse over to the right side of the screen at the three dots in the “Action Column.” Click on the bubble next to yes. Then click Save.
How to Set Up Program Role Permission
Now you have set up the ability for Program level permission, let's see how to use it in your Case templates.
- To add this new feature, only let certain people see an activity or an entire column and extend it to Client Notes, Document, and Form. Head to the Case Board, click on the three lines on
the left side of your screen
. - Once there, you can access your templates or add a new one by clicking on the “Template” tab on the top-right side of the screen.
- Now decide rather you want to add or edit a template to add these new role-based permissions. Drag your mouse to the template you wish to edit and left-click.
- From here you can add the permissions by making a new program, or editing the program you wish as shown in the picture below.
- Once you decide rather add or edit a current program, this box will appear as shown below. Hover your mouse over to the roles section, left click to show a scroll-down box. Here you can assign who has permission to view this and who doesn’t by exclusion.
- For example, you can assign only Case Managers and Medical Practitioners with those roles in the system assigned to the summer program. Now they will be the only ones able to see the activity board.
You can test this by logging in with a case manager account and looking at the case board, only programs viewable to case managers will show up, in this case, the "Summer Programs"
IMPORTANT NOTE: You can assign as many roles to a column as you like depending on your security needs. All documents and forms completed or uploaded directly in the Documents and Forms tabs will continue to be seen by all users that have access to the case and will not be subject to the role-based permissions of the column.
How Does This Look in Practice?
Any documents attached to activities will show solely according to role permission. For example, if a logged-in user has the role with permission to see the attached documents on a program, all the documents attached to the program activities will show.
You can also add a document to the root level of a case, by left-clicking on the green “Add” button in the top left corner. When added to the root of a case, the document will be viewable by anyone with permission for that case.
Notes added in the Client Notes sections of a case will also only be viewable to those who have the assigned permissions. You can test this by logging on to an account with permission to only view one program, going to the client notes of a case, and in the right-hand corner of the client notes section, clicking on the scroll-down box under the blue “Programs” box and click on a program that the account has permission to see and one it doesn’t.
Any forms linked with activities will show to users assigned a role with the proper permissions. For example, a Case Manager User will be able to see the forms linked to the “Summer Programs” activities.
Forms attached to cases will only show to users that have been assigned a role with permission to view those programs.