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INTRODUCTION
Lucidity Intranet: Module Overview
Lucidity Intranet is the central module of the Lucidity Software suite and provides the framework and launching point to all other Lucidity modules. It is permission based and is the central location for document management and record keeping.
Lucidity Intranet consists of:
- Dashboard - keep employees and stakeholders up to date with company news, links to action items, forms and other important information
- Management System (IMS) - create interactive and informative screens to draw people into the IMS. Links to documents or other parts of Lucidity Software
- Filing Cabinet - create folder structures to store documents, files and records, all accessible from office, sites or mobile devices. A permissions-based online record storage system
- Actions - link tasks and actions from all Lucidity Software modules into one central location
Example - Managing Tenders
The Tender Management application notes provides an example of how Lucidity Intranet can be used to release tenders to groups of known companies and receive their responses.
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INTRANET ACCESS ROLES
Users are given different permission levels based upon their access requirements. Permissions for all Lucidity applications are set via Lucidity Access and are generally configured by the system administrator. The standard roles typically provided in all new Lucidity system builds are as follows. These can be edited by system administrators as required.
| USER ROLE | ROLE DESCRIPTION |
|---|---|
| General User | Using Intranet, a user can view the dashboard, management system and filing cabinet and create, edit and raise their own actions |
| Contractor Representative | Using Intranet, a contractor representative can view the contractor portal |
| Manager | Using Intranet, a user can manage actions, raise actions for others, download/ upload files to the filing cabinet, view the management system and the dashboard |
| Administrator | Administrator role for Intranet |
General User
Generally, the Lucidity Intranet Dashboard page is the default landing page for end-users upon logging in. This provides access to news articles, forms, actions and links on the dashboard as well as access to the company's management system.
Lucidity Intranet: End-User and Manager Access
Dashboard Options:
- News: list of news items related to the organisation
- My Actions: summary of allocated actions requiring attention. These may include links to the relevant form, risk etc
- My Forms: summary of allocated forms requiring attention
- Useful Links: list of relevant links for the organisation
Additional Tab Options:
- Intranet: this option is used to change to other Lucidity Modules installed and accessible by the user
- Management System: the organisation's IMS - document control centre
- Actions: consists of all actions and tasks allocated to the user, either by themselves or by a manager or administrator
Contractor Representative
Managing Contractor Onboarding
Many Lucidity Software modules can be utilised together to manage the full life cycle of companies, contractors and sub-contractors. Lucidity aims to streamline this process and, where appropriate, contractor representatives (administrators from the external company) can be given access to the system to manage their own documents and subcontractors, lightening the administrative burden for the organisation. Refer to the Using Lucidity to Manage Contractor Onboarding user guide for more details.
Access maybe given to representatives from contractor companies to enable them to view a dedicated contractor management system page or Contractor Portal. The Contractor Portal will typically contain instructions on what they are required to do within the Lucidity system as well as links to the exact location of where to perform the task. Tasks may include create subcontractors, assigning eLearning, uploading capabilities, entering contractor documents etc throughout the various Lucidity modules.
Manager
The Intranet manager role may not always be assigned to managers within the business but is more a management of the system role. Managers will be able to raise actions for others as well as download and upload files to the filing cabinet. With correct scoping applied, managers may only be scoped to view specific folders within the document vault and/ or the filing cabinet.
Administrator
Administrators will generally have access to all users and functionality within the system. In addition to the same functionality as managers, administrators can also:
- Manage all aspects of the dashboard, including managing news items and widgets (useful links and weather)
- Manage all aspects of the management system, including look, feel and content
- Manage all aspects of the filing cabinet, including folders and content
- Manage system banner and background
- Allocate specific permissions to different groups of users via Lucidity Access
- Scope the managers' access to their specific division, departments or business units, also via Lucidity Access
- Change system settings such as the banner and logo, as well as manage the fields of business units, departments, projects, etc
- Access all menu and tab options
Retaining System Integrity
Only the administrator has the permission to manage master data such as news items, filing cabinet folders, banners etc. It is recommended that the number of administrators per instance of Lucidity Software is kept to a minimum to retain integrity and consistency across the system configuration and to avoid duplication. It is a worthwhile exercise to create a standard set of guidelines that all new master data entered must follow.