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Access regulates control to the suite of Lucidity applications, and also allows configuration of core aspects of the system that are shared between applications.

INTRODUCTION


There are 4 main sections within Access:

  • Users
  • Roles
  • Settings
  • Notifications

In order to access any Lucidity application, a person requires an appropriate Access User account. 

CREATING A NEW USER


Users can be added via Lucidity Access or Lucidity HR.  If creating via Lucidity HR, an entry in Lucidity Access is automatically created, however it has no Roles by default.  The new account can be located in Lucidity Access by opening the Users page in Access, and filtering for Users that are 'Without Roles'.  User access and permissions can then be configured as described in this guide.

If adding the new User from within Lucidity Access, an entry is created within Lucidity HR with basic information (Firstname, Lastname).  Further details can then be added if required from within Lucidity HR.

To create a new user from within Lucidity Access:

  1. Open Lucidity Access.  By default the Users list will be displayed.
  2. Click "Add new".
  3. Enter the following details as a minimum:
    1. Username (must be unique)
    2. Firstname
    3. Lastname
  4. Continue configuring additional settings as described in the following section under 'User Setup', or save the account.  
  5. When the entry is saved, an entry will be created in Lucidity HR with the Firstname and Lastname entered as well as the Access account.

Copy an existing User

There is the ability to Copy an existing User in the system. This action allows you to duplicate the current Users access permissions and scoping for a new User.

To create a copy of a User within Lucidity Access:

  1. Open Lucidity Access.  By default the Users list will be displayed.
  2. Click the “Actions” button for the user you wish to copy.
  3. Click “Copy” as shown below:

  4. A new User will be created with the original Users details
  5. Update the following for the new User:
    1. Username (must be unique)
    2. Firstname
    3. Lastname
    4. Email address
    5. New Password / Confirm Password - or advise the User to reset their password using the links on the Lucidity Software login screen for their instance of Lucidity.
  6. Click Save
  7. When the entry is saved, an entry will be created in Lucidity HR with the Firstname and Lastname entered as well as the Access account. Further details can be added if required from within Lucidity HR.

USER SETUP


Each entry for a User is divided into 6 sections as per the following descriptions.

User Details

User Details captures key information including the Username, First and Last Names and the Notification Email.  

The Username must be unique (there cannot be more than one person with the same Username).

Password

The password can be set or reset using the dual Password text fields.  Note that a current password cannot be retrieved - an Administrator only has the ability to set a new password.  Each User has the option to change or reset their password using the links on the Lucidity Software login screen for their instance of Lucidity.  

The password validation rules specified by your administrator will be applied each time a password is set or modified.


User Groups

User Groups are used to control notifications and to allow Users to be selected as a group in certain places within Lucidity, such as when creating Actions.  Each User can be added to as many User Groups as necessary to enable them to receive the required notifications.  Note that each Lucidity module has a series of automatic notifications that are delivered in response to certain actions within each module.  These notifications do not require any User Group selections in order to be sent.

To add People to a User Group, follow these steps:

  1. Open the Users tab within Access and select the User Group menu.
  2. Open the User Group which is to be modified by clicking the row or the Edit icon.
  3. Add and remove People from the user group by clicking the Add and Delete icons as required, as shown below:



  4. Click Save when done.

It is also possible to control which User Groups are allocated to a specific Person by following these steps:

  1. Open the Users tab within Access and select the Users menu.
  2. Open the Person which is to be modified.
  3. Within the User Groups panel half way down the screen, add and remove User Groups from the Person by selecting the Add and Delete icons as shown below:



  4. Click Save when done.
     

Note that Notifications are 'scoped', which means that a User will receive Notifications relating to all records or entries that they have permission to view.  If notifications are to only be sent to a User for a specific Business Unit, Project or other part of the business, then the User must also be scoped to only view that part of the business.

Home Organisation Unit and Scoping

The Home Organisation Unit is used to pre-populate details for the User when the do various activities within Lucidity, such as report an incident or start an electronic form within InForm.  For each new record, the User's Home Organisation Unit is automatically selected for them from the appropriate drop downs. i.e. if the User has 169 Gladstone Street selected as they project as shown below, each time the User reports an incident or completes an electronic form, the Project drop down will be automatically set to 169 Gladstone Street.  The same is true for each Organisation Unit that is set for the User within Access.  Note that these automatic selections can be changed by the User as they enter the incident or complete the form.  This caters for situations where they are not working at their Home Organisation Unit. 

To set the Home Organisation Unit, make a selection from the drop down selections as shown below.  In the example below, the User has been identified as working on a specific project.  Note that each element within the Organisation Units can only have one selection (a user cannot have multiple home Projects for example, as it would not be possible for Lucidity to then select one as the Project selection when they commence a record).

Scoping can also be automatically applied to all modules that the User can access by selecting the checkbox next to the required Organisation Unit.  Note that this prevents further scoping from being applied as described further into this page.  For example, if the User is to be scoped to only see the Records for their home Project, and does not require access to records from a second or third project, then it is simply a case of checking the box as shown above.  

If the user requires scoping to more than one project, then do not select the checkbox, and use the alternative scoping method further down the page, where more than one selection from each Organisation Unit can be made.  Note that the Home Business Unit will still apply and will automatically be selected as the User creates records within Lucidity.

Note that the home Organisation Unit that is selected here is also displayed in the HR record for the user.  The selection can be modified in the future either from Access or HR.

Roles

Roles are used to determine which functionality within each Lucidity module is available to each User.  Each User access is determined by the Roles that are selected for that user for each module. 

The image below illustrates how the various modules can be accessed using the tabs, and the Roles applicable to each module selected if required. Refer to the following chapter for more details on how to configure and control Roles.  

Any combination of Roles can be selected for each user. Only select Roles for applications that the User needs to access.  The privileges defined by each Role are combined to provide the User with access that equals the sum of all the selected Roles.

Intranet Filing Cabinet Permissions

In addition to giving each User Roles to view the News and/or Dashboard, specific permission to access each folder within the Lucidity Intranet - Filing Cabinet can also be set.  These permissions are accessible via the Intranet tab within the Role section.

For each top level or 'parent' folder, either set a Role (View, User or Admin) or use the 'View Permissions' icon to set individual permission for that folder.  Whatever permissions are set will apply to all lower tier or 'child' folders.  This process can be applied at top level folders, or by opening the folder structure selecting individual lower-tier folders to provide more specific access.

Intranet Management System Permissions

Within Lucidity Intranet it is possible to have multiple Management System tabs (with indivudual names).  Each User can be provided access to one or more of the installed Management System tabs, providing either view or edit access.  The illustration below shows a system with one Management System tab which the selected User can View.  Use the drop-down for each installed Management System tab to determine if the tab is visible and/or editable for the selected User.

 

User Scoping

Scoping a User restricts the User to only see certain records, usually based on the Organisation Structure (Project, Division, Business Unit etc).  Scoping is set separately for each Lucidity module in the section below the Role selection.  

By default each User can see all records for the Lucidity modules that they can access.  If scoping is required, make a number or selections as appropriate to limit the records which are displayed.  In the example below, the user will only have visibility of Incidents entered against Projects P214 and P420.


Scoping of Notifications

Notifications are scoped by default i.e. they will only be sent to the User based on their Business Unit, Project, etc scoping.  Please refer to the Notification section at the end of this User Guide for more information.

Scoping - InForm

In addition to scoping access to form records within InForm based on organisation structure (Project, Business Unit etc), it is also possible to scope a user's access by Form Group.  This relates to the left hand browsing menu within InForm, and allows the forms to be grouped by discipline or project (for example), and then only allow users to access the forms they require based on which Form Group the forms belong to.

This is controlled using the last option within the Scoping options within InForm, as shown below.

Scoping - Competency & HR

Within Lucidity Competency and HR its possible to limit a Manager to view just the training records and needs (within Competency) and the personnel (within HR) related to their Division, Project, Business Unit etc.  However for this to work as expected, its important that the personnel that the Manager expects to be able to view and manage have their HR records set to match the desired Division, Project etc.  i.e. if a manager works on ABC Project, then the personnel need to have ABC Project set within their HR record in order for them to be visible to the manager.

ROLES


Roles for each application can be created as well as customized here:

Click onto Add or Edit roles to make changes:



There are a number of ‘Standard’ Roles that Lucidity uses when setting up new systems.  You may use these unchanged, or you may request that we (or you may) changes these to other titles. 

Application

Role Title

Description

Access

Administrator

Manage settings like set up global lists such as Project, Division, and State; Create and manage User accounts; Customised roles; etc

Lucidity Learning (Competency)

Administrator

Configure module settings and manage the list of capabilities 

Manager

Manage training records, reeds, run reports, filters, etc

Training User

Undertake linked training (E-learning) and view the My Training page
*Automatically allocated to all Employees added to Lucidity HR

Lucidity Contractor

Administrator

Configure module settings

ManagerManager contractors, contractor status and categories, contractor records, contractor employees
ContractorUpdate own company admin information, documents and employees
General UserView company details and status
Lucidity HRAdministrator

Configure module settings, create and manage employee details

General UserView and update own admin information
Lucidity Incident

Administrator

Configure module settings 

Responsible Manager

Include the User as a Responsible Manager

Closeout Manager

Include the User as a Closeout Manager

Manager

Manage Issues, run reports etc

General User

Submit a new issue

Lucidity Learning (Induction)



Administrator

Configure module resources and setup

Manager

View training records, convert users to HR

General UserUndertaken online training
Lucidity InFormAdministratorConfigure module settings, build forms
ManagerCreate and edit form records (can view and edit other forms)
Note: scope to org structure and form groups
General UserCreate and edit own form records (cannot view other forms)
Lucidity IntranetAdministratorConfigure module settings, edit management system
ManagerView dashboard, management system, edit filing cabiet (can scope), view own and allocate actions
General UserView dashboard, management system, own actions
Lucidity Risk


Manage Master Register

Create and manage Risk Registers

Manage templatesManage all templates
Manage Child RegistersAdd and edit child registers and manage child risk queue
Manage Project TemplatesAdd, edit and delete templates and manage archived registers

Administrator

Configure module settings and manage the Master Risk Register

Lucidity AssetAdministratorConfigure module settings
ManagerAdd and edit assets, add and edit maintenance, run reports, filters, etc
General UserView assets and their availability



There are different access privileges for each application. The following chapter details what is available for each application:

PRIVILEGES


Individual privileges are used to control access to each module within Lucidity. These are detailed in the following sections.

Shared Features

Actions

Actions is a shared featured used throughout many modules within Lucidity Software and therefore the privileges are consistent throughout.

PrivilegeComments
Actions (All) - Create and EditCreate and edit Actions for all users
Actions (All) - DeleteDelete Actions for all users
Actions (All) - ViewView Actions for all users
Actions (My) - Create and EditCreate and edit own Actions
Actions (My) - DeleteDelete own Actions
Actions (My) - ViewView own Actions
Actions (My) - Raise an action on behalf of other user*Raise Action on behalf of other user

*Available in Lucidity InForm only

Lucidity Incident

PrivilegeComments
AdministratorAccess to Settings, Tools and all other tabs in Lucidity Incident
Audits / inspectionsAccess to the Audits / Inspections tab
Closeout ManagerUser appears in the Closeout Manager drop-down and can be selected as a Closeout Manager
Column configurationAble to view the Column Configuration button and modify the columns displayed on screen or in the excel export
Configure settings - enabled featuresProvides access to the Configuration menu item within the Settings tab, from where certain Lucidity Incident features can be enabled or disabled.
Create (report and manage)A user can create an entry and access the report and manage pages of any entry they create.
Create (report only)A user can create an entry and access the report page of any entry they create.
Dashboard widgets userCreate, view, edit and delete new dashboard templates (Dashboard Template Manager)  &/or add dashboards from a template, view, edit and delete own dashboards and widgets (Dashboard widgets user)
Dashboard read-only widgets userCan access the Dashboard but only in a read only manner i.e. cannot edit, add or remove widgets. Their dashboard(s) must be set up by another user with edit permissions.
Dashboard template managerAble to create, edit and delete Dashboard templates.
Delete IssuesDelete an entry
Edit Issue

Edit the report page of any existing entry.
Note this also includes the "Create (report and manage)" permission.

Issue adminAble to edit closed incidents which are normally readonly.
KPI's - DeleteDelete KPI
KPI's - Delete CategoriesDelete KPI category
KPI's - ManageCreate, view and edit KPI
KPI's - Manage CategoriesCreate, view and edit KPI category
Manage IssuesEdit the manage page of any entry.
Would normally also allocate the "Edit Issue" permission at the same time.
Manage Incident ActionsAccess to the All Actions menu within the Actions Tab
Manage SubcontractorsManage the contractors list in Settings
Meetings / otherAccess to the Meetings / other tab
Regulatory notificationAccess to the Regulatory notification tab
Report emailing administratorCan use the MyEmails functionality to send emailed reports to other users. Without this permission a user is only able to schedule reports to be sent to themself.
ReportsAccess to the Reports menu
Reset Incident to DraftReset any entry to Draft
Responsible ManagerUser appears in the Responsible Manager drop-down and can be selected as a Responsible Manager
Statistics - Data EntryEnter data for the Statistics tab
Statistics - ReportView the Reports menu within the Statistics tab
ToolsAccess to the Tools / Settings menu

Lucidity Learning (Competency)

PrivilegeComments
Archive

Can archive capabilities

Capabilities - ManageCan create, view and edit capabilities
Capabilities - ViewCan view list of capabilities only
Competency - InductionCan complete online courses and view own training history. Basic Training user permission
Competency - ReportsCan generate reports in Records and Needs
Needs - ManageCan create, view and edit needs
Needs - ViewCan view needs only
People - ManageCan view, edit and archive People (Employees, Casuals, Subcontractors)
Providers - ManageCan create, view, edit and delete providers
Providers - ViewCan view providers only
Records - ManageCan create, view and edit records
Records - ViewCan view records only

Lucidity Learning (Induction)

PrivilegeComments
Convert Lucidity Learning induction users to Lucidity HR usersCan convert self-registered users from Ludicity Learning Induction to Lucidity HR users (e.g. Employee, Subcontractor, Casual)
Delete CompaniesCan delete companies from Settings tab. Changes here will also be reflected in Lucidity Access > Settings > Companies
Delete Course GroupsCan delete the course group(s)
Delete Course RecordsCan delete records
Delete CoursesCan delete courses
Delete Custom fieldsCan delete the custom fields which are the fields created for the self-register (Create Account) page
Delete Induction InstructionsCan delete the instructions which are the messages on the key pages like the Welcome page, Login Page
Delete ModulesCan delete Modules
Delete UsersCan delete users
Manage CompaniesCan view and edit companies from Settings tab. Changes here will also be reflected in Lucidity Access > Settings > Companies
Manage CourseCan create, view and edit course including adding course to course group and linking course to Lucidity Competency's Capability
Manage Course GroupsCan create, view and edit course groups including parent course groups
Manage Course ModulesCan create, view and edit course modules including adding resource files and setting assessments
Manage Course RecordsCan create, view and edit course records as well as print receipts and induction cards and view results
Manage Custom fieldsCan create, view and edit custom fields which are the fields created for the self-register (Create Account) page
Manage InstructionsCan create, view and edit the instructions which are the messages on the key pages like the Welcome page, Login Page
Manage UsersCan create, view and edit users
UserUsers are the list of people who have created an account on Lucidity Induction or have been added by an Administrator

Lucidity RTW

PrivilegeComments
Injury Management - Employees - AccessCan view and edit list of cases and the employees claim details. This is the basic user permissions that needs to be given before any other privileges can be added.
Injury Management - Employees - Allow DeleteCan delete cases
Injury Management - Employees Contact Details - AccessCan edit employees' contact details
Injury Management - Employees Insurer - AccessCan edit insurer' contact details
Injury Management - Employees Pre-Injury Position - AccessCan edit employee's position before the injury (e.g. role, location, shift, average hours, etc)
Injury Management - Log summary - AccessCan view the summary log of all the correspondences and entries relating to the case
Injury Management - Medical Certificates - AccessCan add and edit medical certificates
Injury Management - Medical Certificates - Allow DeleteCan delete medical certificate entries
Injury Management - Medical Management - AccessCan add and edit medical management section
Injury Management - Medical Management - Allow DeleteCan delete medical management entries
Injury Management - Progress Reports - AccessCan add and edit correspondences as well as update the progress of the injured employee
Injury Management - Progress Reports - Allow DeleteCan delete the correspondences and progress entries
Injury Management - RTW Coordination Management - AccessCan access the Return to Work Co-ordinators
Injury Management - RTW Coordination Management - Allow DeleteCan delete Return to Work Co-ordinators from the list
Injury Management - RTWPlan - AccessCan access the Return to Work Plans
Injury Management - RTWPlan - Allow DeleteCan delete Return to Work Plans from the list
Insurers And Managers - Insurer - AccessCan access the list of Insurers
Insurers And Managers - Insurer - Allow DeleteCan delete Insurers
Insurers And Managers - Provider - AccessCan access the list of Providers
Insurers And Managers - Provider - Allow DeleteCan delete Providers
Insurers And Managers - RTW Coordinator - AccessCan access the list of RTW Co-ordinators
Insurers And Managers - RTW Coordinator - Allow DeleteCan delete RTW Co-ordinators
Tools - Certificate Employee Status - AccessControls access to the Tools menu features
Tools - Certificate Employee Status - Allow DeleteControls access to the Tools menu features
Tools - Certificate Status - AccessControls access to the Tools menu features
Tools - Certificate Status - Allow DeleteControls access to the Tools menu features
Tools - Claim Status - AccessControls access to the Tools menu features
Tools - Claim Status - Allow DeleteControls access to the Tools menu features
Tools - Cost Centre Code - AccessControls access to the Tools menu features
Tools - Cost Centre Code - Allow DeleteControls access to the Tools menu features
Tools - Employment Status - AccessControls access to the Tools menu features
Tools - Employment Status - Allow DeleteControls access to the Tools menu features
Tools - Physical Location - AccessControls access to the Tools menu features
Tools - Physical Location - Allow DeleteControls access to the Tools menu features
Tools - Preferred Language - AccessControls access to the Tools menu features
Tools - Preferred Language - Allow DeleteControls access to the Tools menu features
Tools - Progress Report Type - AccessControls access to the Tools menu features
Tools - Progress Report Type - Allow DeleteControls access to the Tools menu features
Tools - Provider Type - AccessControls access to the Tools menu features
Tools - Provider Type - Allow DeleteControls access to the Tools menu features
Tools - Shift Arrangement - AccessControls access to the Tools menu features
Tools - Shift Arrangement - Allow DeleteControls access to the Tools menu features

Lucidity Risk

PrivilegeComments
Column ConfigurationControl the column configuration of list pages
Manage All ActionsAccess to all Actions
Configure Settings (enabled features)Access to the Settings > Configuration menu, which allows certain installed features to be enabled
Dashboard readonly widgets userAccess to the Dashboard but unable to make changes to what is displayed
Dashboard Template ManagerAccess to the Dashboard templates features, to create and edit dashboard templates
Dashboard widgets userStandard access to the Dashboard, able to create and edit own dashboards
Manage All ActionsAccess to the All Actions menu
Manage All TemplatesAdd and edit Templates
Manage Archived RegistersAccess to archived Risk Registers
Manage Master Risk RegisterAdd to and edit the Master Risk Register
Manage ToolsAccess to the Tools tab
Report Emailing AdministratorAble to specify other users as recipients of scheduled email reports

Lucidity HR

PrivilegeComments
Casual - EditEdit Casuals in the People list
Casual - Manage except DeleteAs per Casual - Edit but cannot delete
Casual - Manage except Delete ArchivedAs per Casual - Edit but cannot delete from the Archived list
Casual - ViewView only access to Casuals
Change LogView change log
Employees - EditEdit Employees in the People list
Employees - Manage except DeleteAs per Employees - Edit but cannot delete
Employees - Manage except Delete ArchivedAs per Employees - Edit but cannot delete from the Archived list
Employees - ViewView only access to Employees
Employment PeriodAccess to the Employment period menu
Excel ReportsAble to generate Excel reports
HR ReviewAccess to the HR Review menu
Manage ActionsAccess to Actions
Manage ToolsAccess to Tools
People - EditEdit all person types in the People list
People - Manage except DeleteAs per People - Edit but cannot delete
People - Manage except Delete ArchivedAs per People - Edit but cannot delete from the Archived list
People - ViewView only access to People
Performance ManagementAccess to the Performance Management menu
Record CorrespondenceAccess to the Records and Correspondence menu
Subcontractor - EditEdit Subcontractors in the People list
Subcontractor - Manage except DeleteAs per Subcontractor - Edit but cannot delete
Subcontractor - Manage except Delete ArchivedAs per Subcontractor - Edit but cannot delete from the Archived list
Subcontractor - ViewView only access to Subcontractor

Lucidity Access

PrivilegeComments
Help Entries - ManageManage customer specific help
Notifications - ManageAccess to the Notifications tab
Roles - ManageAccess to the Roles tab
Schedules - ManageAccess to the Schedules tab
Settings - ManageAccess to the Setting tab
User - ManageAccess to the User tab
User Groups - ManageAccess to the User Groups menu

Lucidity InForm

PrivilegeComments

Actions - Manage

Manage all actions
Column ConfigurationControl the column configuration of list pages

Dashboard Template Manager

Create templates within the InForm dashboard
Dashboard widgets userAccess to the Dashboard
Form Admin - ArchiveAble to access Archived form templates
Form Admin - DeleteAble to delete form templates
Form Admin - ManageCreate and edit form templates
Form Groups - DeleteDelete form groups
Form Groups - ManageCreate and edit Form Groups
Form Records - Create and EditCreate new form Records (complete a form)
Form Records - Create and Edit OwnCreate new form Records but only see own entries
Form Records - DeleteDelete form records
Form Records - View All

View all completed form records

Form Records - Can be emailedEmail inform form record

Lucidity Contractor

PrivilegeComments

Can access the Settings menu

Access to the settings menu
Can add and edit contractor document typeCreate and edit document types
Can add and edit contractor documentsAdd and edit documents attached to a contractor
Can add and edit contractorsAdd and edit contractors
Can delete contractorDelete a contractor
Can delete contractor document typeDelete document types
Can delete contractor documentsDelete documents form a contractor
Can view contractor documentsCan view contractor documents
Can view contractorsCan view contractors (but not edit)
Column ConfigurationControl the column configuration of list pages

Intranet

PrivilegeComments

Cabinet - Permissions

Access to the Filing Cabinet
Cabinet - ViewView only access to the Filing Cabinet
Dashboard - News - CreateCreate news items on the Dashboard
Dashboard - News - DeleteDelete news items on the Dashboard
Dashboard - News - EditEdit news items on the Dashboard
Dashboard - ViewView only access to the Dashboard
Dashboard - Widget - EditEdit the links and other widgets on the Dashboard
File - DownloadDownload files from the Filing Cabinet
File - UploadUpload files to the Filing Cabinet
Management - Page - CopyCopy a Management System page

Management - Page - Create

Create a new Management System page
Management - Page - DeleteDelete a Management System page
Management - Page - EditEdit a Management System page
Management - ViewView on access to Management System pages
Tasks - CreateCreate tasks
Tasks - DeleteDelete tasks
Tasks - EditEdit tasks
Tasks - ViewView tasks

SETTINGS

The Settings tab allows a number of shared lists to be managed.  These items typically are accessed by more than one Lucidity application, and hence are centrally managed.

The items managed via this menu include:

  • Division
  • Location
  • Business Unit
  • Project
  • State
  • Country


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