Users
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Use this screen to set up or change details for both Power and Basic users.
The Users link will be displayed only if you have Team Administration or System Administration access.
In Administration go to Users in the features area of the left hand menu.
Add a new user
A system user can record cases, manage cases, run reports or administer teams – depending on the access privileges and profile created for the user.
Add a new user by clicking on add a new user link.
Select New iCasework user to add a new person, select Existing iCasework user to perhaps add a user that exists in another workspace.
Enter the details for the new user in the appropriate fields then Next
Once you have added the user, you will get the following screen.
Contact details
You can set a users password (if your system is not LDAP integrated) or edit the users details.
There is also an option which enables you to give a user a temporary password for example password123 and using the Reset password at next login the user enters the temporary password then must immediately change it. New users are automatically asked to reset their password upon first login. Note - this will not work on the test/train systems as there is no email integration, so this question must be 'No' in those systems and they can reset their password once logged in via the 'Me' tab.
Click on Contact details
Update and amend the details then Next.
General access privileges
The General access privileges is where you define what access privileges the user will have in the system. You can also edit existing privileges from the same link.
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Click on General access privileges
Understanding the information displayed (Power users);
Access role - If user access roles have been predefined by your system administrators you will be able to select a role from the dropdown option. User access roles can now be set-up to group privileges for specific type of workers. This allows more efficient and effective management of users in the system.
User interface Choose Power user for caseworkers who need access to full case management and choose the Basic user interface for users that simply wish to record new cases, query existing cases and/or deal with tasks and correspondence.
Manage contacts
- Register and edit contacts, access to all customer case details -Choose this to allow the user to record cases against all services and create new contacts for new cases. They will be able to merge or remove registered contacts. They will also be able to access all cases regardless of team assignment. You may want to restrict this option to administrators and key people only.
- Register and edit contacts, restricted access to case details -Choose this if you want to allow the user to record cases against all services, but only view the case progress of cases that have been assigned to teams where the user is a member. This option will only work if the access privileges in the General preference of the workflow design has been set to Update and read access by team/user assigned. Otherwise all users with access to the system will be able to view case progress. They will also be able to merge or remove registered contacts. You may want to restrict this option to administrators and key people only.
- Limited contact management, restricted access to case details - Choose this if you want to allow the user to record cases against all services, but only view the case progress of cases that have been assigned to teams where the user is a member. This option will only work if the access privileges in the General preference of the workflow design has been set to Update and read access by team/user assigned. Otherwise all users with access to the system will be able to view case progress.
- No contact management privileges -Prevent the user from accessing the Manage Contact tab for recording new requests or registering new customers.
Restrict services according to team assignment this restricts the service menu to only the teams they are assigned to and also Unallocated cases.
- Restricted case access - Choose this option if you want to restrict access to cases through the Manage cases tab. User will only be able to find and access cases for their team. This option also stops users who have access to Shared reports from editing them.
- Full case access but no access to administration menus - This will give users access to all cases within the system but the users will not be given access to the administration tab within the system.
- Full case access and access to administration menus - This gives the user access to all cases within the system and also the administration tab within the system.
Restrict user to read-only case access - This will override all the options above in respect of access to cases and give the user only read access only. This can be useful for example those who need to audit cases, MI experts or System administrators that need to check cases but not necessarily work on them.
Allow user to access correspondence templates and paragraphs - This will allow the user to edit templates and paragraphs without administration access, via the Me tab. This option will only appear if the user has no access to administration and this is not their case management access - 'Full case access and access to administration menus'.
Allow users to post social media message - if the system is integrated with social media this option will allow to user to post messages.
Do not allow user to switch off email notification of new or overdue casework This will prevent the user from switching off alerts of new casework (or casework that become overdue).
Reporting
- No access to reporting - does not allow users to access reporting.
- Restrict services in line with team membership - Only allows the user to run reports on activities assigned to the teams they are assigned to
- Unrestricted access to reportable services - Allows the user to run reports on any activities the report wizard allows irrespective of team memebership
Removing users
Before you remove users, make sure you re-assign all the casework to another user and then re-assign any reports. Then press the Remove user option.
Note - be careful with this option as users cannot be recreated with the same user ID once removed.
When a user with restricted access tries to access a case for a team they are not members of, an access message will be displayed Access not allowed you will need to contact your system administrator to discuss your system access.
For basic users different options are available.
Understanding the information displayed (Basic user);
Privileges
- Allow case creation access to all customer case details - This gives the user the basic user interface with the ability to create cases and access to customer cases via the Find case option and also edit customers contact details.
- Allow case creation and restricted access to case details - This gives the user the basic user interface with the ability to create cases and limited case access.
- Do not allow case creation or progress reporting This gives the user the ability to limited case management tasks and correspondence only.
Delegate access
System administrators can specify up to three users who can perform actions on behalf of another user using the Delegate access option.
Start typing the name of the person in the appropriate colleague field, then select the appropriate user from the list. You can give up to three users delegate access.
When somebody acting on a person behalf carry out actions on the case it will display their details in the Audit trail and say they were acting on behalf.
Reassign Reports
System administrators can now reassign ad-hoc reports created by one user to another user.
Please note by selecting Most all the reports will be selected:
By selecting Some none will be selected:
The reports now show up in the other users My ad-hoc reports screen.
Search and find users in the system
Start typing the username of the as you type you will get a list of users which match the name being typed in, when the user you are looking for appears click on their name.
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The user selected now appears; you can then manage that users access and team membership privileges.
Understanding the information
General access privileges - to amend an officer's access privileges.
Delegate access - Specify users who may choose to act for you and perform actions on your behalf. They can do this by selecting Act for a colleague option available in the My details folder.
Remove - Click to remove the user from the system. This will not impact on audit trails of previous cases worked on.
Teams
The Teams the user is a member of will be displayed and you can then manage that users access privileges.
Click Add team to add the user to another team.
Understanding the information
Name - The name of the team.
Role - The users role in the team
Actions
- Team privileges - Edit users team membership details.
- Reassign casework - To transfer all casework assigned to a user, select the new user to assign the work to below. Alternatively, select the 'Unassign' option to unassign all this user's casework.
- Remove - Click to remove the team membership.
Team privileges
The Team access privileges are the only settings that can be changed for each team that a user has been added to. All of the other settings are global changes for the user.
Select Team privileges next to the team you want to administer the users access privileges.
Understanding the information displayed:
Select a team that the user is a member of to administer their team access privileges from the dropdown list.
Team administration - To give the user the ability to:
- Administer all cases within their team regardless of who it is assigned to
- Administer the team privileges from an officer in their team and also reset password and change user details from the Administration tab.
- Receive notifications of unassigned work.
- Receive notifications of overdue work.
Case management - To give the officer default case management privileges for that team.
No case management - If the user should not have any access to manage cases assigned to that particular team.
Select a Start Date and End Date (if relevant) to control the time span of the user's Team membership.
Set the users team membership privileges then Next
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