Document toolboxDocument toolbox

Access Profiles

Owned by Rob Cruse
Last updated: Jan 24, 2023 by Former user (Deleted)
4 min read

PROFILES

Profiles allow a group of access roles to be applied to a user via one simple selection. Assigning a profile to a user streamlines the process of allocating users their system access requirements. This means assigning a single profile can automatically give a user access to every part of the system they require.

Video: Permissions Overview

Profiles:

  • are an umbrella used to group multiple roles together

  • can be edited and all changes made will flow down to all the users assigned that profile

  • can be comprised of any number of roles from multiple modules.

If a user has a profile allocated, then:

  • they cannot be allocated a second profile

  • it takes precedent over any individual roles the user may have been previously assigned as the user’s roles are now set to match the profile

  • they cannot be assigned individual roles - users can be assigned roles OR profiles, not both.

For more information specifically related to roles, refer to the Access Roles page within this user guide.

The Profiles Page

The Profile page lists all the access profiles that can be assigned to users.

From the Profiles page, administrators can:

  • Add and edit profiles

  • Add users to profiles

  • Report on profiles

Standard Profiles

Standard profiles will be configured within each new Lucidity site build. System administrators are then able to adjust as required. Typically, the following standard profiles will be provided.

Profile with included roles

Access

Asset

Competency

Contractor

HR

Incident

Induction

InForm

Intranet

OnSite

Permit to Work

Return to Work

Risk

Profile with included roles

Access

Asset

Competency

Contractor

HR

Incident

Induction

InForm

Intranet

OnSite

Permit to Work

Return to Work

Risk

General User Profile

 

 

X

 

X

X

 

X

X

 

 

 

 

Manager (Basic) Profile

X

X

X

X

X

Responsible Manager

X

X

X

 

Creator

X

X

Manager (Advanced) Profile

X

X

X

X

X

Responsible & Close Out Manager

X

X

X

 

Creator & Approver

X

X

Contractor Representative Profile

 

 

X

X

X

 

X

 

X

 

 

 

 

Administrator Profile

X

X

X

X

X

X

X

X

X

X

X

X

X

Add New Profile

Video: Add New Profile

To add a new profile, from the Profile page:

  1. Click ‘Add New’

     

  2. Complete the fields (see the table 'Definitions of Fields' below)

  3. Click 'Save' to save the profile

The details captured for each profile may vary slightly between each system configuration. Fields marked with * are mandatory.

 

Name

Definition

Name

Definition

Name

Enter the name of the profile

Description

Enter a description

Users

Select users to be assigned the profile

  1. Click 'Add'

  2. Use filters to locate relevant users

    1. Alternatively, click 'Select All' to assign the profile to all users

  3. Click 'Done'

Note user can also be assigned profiles via their user account from the User page. Refer to the Managing User Accounts section in this user guide for more details.

Roles

Select the roles to be added to the profile for each Lucidity module

Edit Profile

To edit an existing profile, from the Profiles page:

  1. Locate the specific profile using relevant filters

  2. Click 'Edit' to the far right of the profile

     

  3. Adjust fields as required

  4. Click 'Save'

Default Profile

Default profiles can be created so all new users are automatically assigned a particular profile. Note this will apply to ALL user accounts in the system. It is recommended only General User profiles are used by default. Any user requiring additional access will need to have their profile manually updated.

Default profiles can be created for the different ways user profiles are added to the system. As in the example below, the following is recommended:

  • Access - for all user accounts created directly within Lucidity Access (including API), a GENERAL USER profile is advised

  • HR - for all user accounts created directly within Lucidity HR, a GENERAL USER profile is advised

  • Induction - it is not typically advised to use any default profile for user accounts created within Lucidity Induction.

    • The self-registration process assigns the relevant permissions automatically.

    • If a user requires additional access, it is recommended this is applied on a case-by-case basis.

    • Once a self-registered user is converted or approved from Lucidity Induction, their profile will be added to Lucidity HR in which case the HR default profile will be assigned.

Delete Profile

Only profiles with no users allocated will be available to delete. If a profile is no longer required, edit the profile and remove all users first. The delete option will then become available.

To delete an existing profile, from the Profiles page:

  1. Locate the specific profile using relevant filters

  2. Click 'Actions' to the far right of the role

  3. Click ‘Delete’

     

  4. Click ‘Ok’ to confirm deletion

Reporting from the Profiles Page

An Excel list report is available from the Profiles page. Reports will reflect filtered search options as displayed on the lower half of the Profiles page. 

To generate a report, from the Roles page:

  1. Locate the specific role using relevant filters

  2. All results will be displayed at the bottom of the screen

  3. Click 'Excel Export' to generate this report into Excel

Â