Agencies with multiple programs and/or services can use Departmental Sharing to secure each program and/or service independently. (For information on sharing between agencies, please see Introduction to Sharing Client Data.)
Departmental Sharing enables the System Administrator to regulate viewable records such as program/service history, case notes, and client files. If an end user within the same agency is not granted departmental access, then they will not be able to see program/service history for the associated program in the client history, nor will the program appear in the available list of programs in the program tab of the client record, even though they are in the same agency. The System Administrator can then assign any combination of departmental data restrictions to end users with departmental access.
For example, an agency has two programs: Program A and Program B. A staff member might be associated with Program A, but should not be able to have access to Program B. The System Administrator can configure this staff member to not have access to Program B, even though Program B is within the same agency.
The department sharing blocks/allows the ability for users to view Services, Programs, Notes, and Files but all other rights (e.g. deleting) are still controlled by the access role the user is assigned to.
Note: Implementing Departmental Sharing does not give the user the ability to create records (e.g. enrollments, services, case notes, and client files) for another agency, rather only allow records created by another agency to be viewed.
Configuring Departmental Sharing requires 4 steps:
- Enable departmental sharing
- Create the department
- Add the department to the program or service
- Assign staff members to the department
Enable Departmental Sharing
The first step is to enable Departmental Sharing within the agency. To do this, click the Launchpad icon > Manage. Open the Sharing tab and select Enable to the right of the Departments Field, and then select Save Changes.
This will activate Departmental Sharing capabilities for your agency and provide a new Agency Departments area on the screen enabling the user to configure the departments within the agency.
Note: This feature can be disabled at any time. If Departmental Sharing is disabled, all department information will default to the Agency Sharing Defaults.
The next step is to create the department(s). To do this, remain in the Sharing Screen, scroll down to the Agency Departments section, and click the Add a Department link.
This will take you to the Add Department screen. Start by entering the department title. You can then configure the sharing settings for the following categories:
- Clients Created
- Service/Programs/Assessments Placed
These sharing settings apply to any user that is not assigned to the Department. Agency Exceptions can be configured to allow specific sharing settings for certain agencies or agency departments. This is discussed in more detail below.
System Administrators can assign one of three share settings to create any sharing configuration necessary for each of these categories.
End users outside of the department will have full access to the category (i.e. Service/Programs Places, Case Notes, or Files). They will be able to view and edit (depending on the user's access role) all client information associated with the specified category.
End users outside of the department will be able to see that the information in the specified category exists, but will not be able to view the details of the Services, Programs, Case Notes, or Files.
End users outside the department will not be able to see any information related to the specified category.
The Department Agency Exceptions work the same way as general Agency Exceptions. They allow a particular agency or department within an agency to have sharing settings that differ from the Department settings.
To add a Department Agency Exception in the Add Department screen, click the Add Exceptions link as shown below. Then select the Agency, Department if applicable, the specific sharing settings for each category, and select Add Record.
After configuring the share settings for the new department, the next step is to link the department to a program or service. The process is similar for both.
Assigning a Department to a Program
To assign a department to a program, go to Launchpad icon > Manage. Select the Programs tab and click the Edit link for the Program you wish to work with.
Once in the Modify Program Screen, scroll down to the Departments Section. Select Add Department. A popup box will appear. Select the department from the dropdown list and then select Add. This will link the department to the program.
Assigning a Department to a Service
To assign a department to a service, go to Launchpad icon > Manage. Click the Services tab and select the service from the list using the Edit link.
Once in Services: Detail, select the Add Department link in the Departments section. A popup box will appear. Select the department from the dropdown list and then select Add.
Assign Staff Members to Departments
The final step in configuring Departmental Sharing is to assign staff members to the department. Staff members can be added/removed from the department access list at any point in time.
Note: Staff members can only belong to one department at a time.
To assign a staff member to a department, go to Launchpad > Manage. Click on the Staff tab, and select the Edit link to the left of their name.
Once in the staff members screen, scroll down to the Departments section, and select the Add Department link.
Select the department from the dropdown list and then select Add. Now the staff member has access to the programs and services linked to the Department.