Permissions Maintenance

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Permissions control the level of access a user has within AWARDS so that they can see and work with only that information for which they have the proper authorization.  The System Setup module Permissions Maintenance feature is used to maintain user permissions, as well as to view read-only permission reports.  It can also be used to configure the user groups to which permissions may be assigned.

Required Permissions

Unless you are a member of the "Executive Officer" and "System Administrator" user group, use of the Permissions Maintenance feature requires at least ONE of the following permissions:

Display Executive Administration Buttons
Permissions Data Entry
Permissions Data Entry for All Staff and Layers

In addition, you must have ONE of the following permissions:

Permissions Data Entry (required in order to update or view permission records for yourself and your supervisees, if applicable)
Permissions Data Entry for All Staff and Layers (required to update or view permission records for anyone)

  NOTE: Members of the "Executive Officer" and "Human Resources" user groups, and users with the Human Resources Data permission are exempt from permission assignment limitations by default. They can update the permissions for all users without the Permissions for All Staff and Layers permission as long as they have the Permissions Data Entry permit.

  TIP: In HMIS, multi-agency, or single-agency divisional databases the Permissions for All Staff and Layers permission is only available for assignment by "Continuum Staff."  Users assigned to a specific agency within their staff information records in the Human Resources module will not have this permission available to them when using the System Setup module Permissions Maintenance feature.

  NOTE: Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need the permission listed here, please contact your supervisor or your local Help Desk for assistance.

Click-by-Click Instructions

Configuring User Groups - Learn to configure the user groups to which permissions may be assigned.

Maintaining User Permissions - Learn the various ways to make changes to permission assignments.

Viewing a Permissions Report - Learn to view a read-only report of user permissions.

A Closer Look @ Permissions

Understanding Permissions - Learn about the permissions layer hierarchy and permission types, and find definitions of each permission.

Frequently Asked Questions

Permissions Maintenance Frequently Asked Questions

Related Documents

Creating an Employee Login - Instruction Sheet

FootholdConnect Event Recordings

  NOTE: Recordings marked with a red asterisk (*) were made prior to deployment of significant AWARDS enhancements and do not reflect those changes; however, the overall content is still relevant and useful.

Accessing Chart Records (33 min) * - September 2015

Learn about three great AWARDS features related to accessing client chart records:  the Client History Report which gives a detailed accounting of a client's history, Cross Chart Access permission which can be used to customize the scope of the Client History Report's content, and Protected Programs functionality that can be used to limit access to information on clients in specified programs under Consumer Search.

iKnow - Permissions - Maintenance (11 min) * - November 2016

Designed for system administrators who need to maintain permissions after their initial setup is complete.  Specifically, this webinar addresses the basics of assigning permissions in AWARDS, to either new users or to existing users who need permissions changes.

iKnow - Permissions - Setup and Administration (1 hr 10 min) * - March 2018

Designed for users at agencies currently in the AWARDS implementation process who will be setting and managing permissions in their AWARDS database, this recording reviews the process of setting permissions, from creating permissions policies to limit access to programs and data entry features, to managing internal audit messages so that staff can receive reminder messages about clients on their caseloads.

Managing Staff Records (58 min) * - April 2017

In this webinar - intended for human resources staff, supervisors, program directors, and agency executive staff - we teach you about all of the AWARDS functionality designed to help you manage staff records.  Specifically, you'll learn about creating and managing staff records, creating logins and assigning user groups, working with Internal Audit Message permissions, FormBuilders and ReportBuilders related to managing staff records, the correct process for completing a termination, and much more!

Messages and Internal Audit Messages (1 h 10 min) * - June 2015

An important component of permissions maintenance is setting up who receives AWARDS-generated internal audit messages.  In this recording, learn more about those messages and how to configure them.  Also learn how to more effectively work in the AWARDS messages module.

Permissions in AWARDS (1 hr 25 min) * - November 2013

Learn how to create permissions policies for your agency, including a walk through of how to set those permissions and manage security access in your AWARDS database.  Targeted to users with permissions data entry authority.

User's Conference Continued - Permissions 202 (1 hr 1 min)* - June 2018

Learn how to create a framework for your permissions based on your user groups in order to create consistency around your different groups of AWARDS users. Learn how to change and re-set permissions as needed. Participants will also learn how to limit which users receive internal audit messages so they only receive messages that are applicable. Attendees will leave this session feeling confident in changing permissions without fear of unintentionally upsetting users access.