Lucidity Access User Guide

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.  

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.
    

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 - 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. 

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 permissions are consistent throughout.

*Available in Lucidity Intranet only

Lucidity Incident

Lucidity Learning (Competency)

Lucidity Learning (Induction)

Lucidity RTW

Lucidity Risk

Lucidity HR

Lucidity Access

Lucidity InForm

Lucidity Contractor

Intranet

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