About the User Role Definition form

Define user roles to group user permissions in myAvatar.

• All users assigned to a user role are granted the same access rights.
• System administrators (set up in the User Definition form) have access to all fields in this form.
• If Yes is selected in the Allow User Role Customization field (User Definition form), the user's access permissions can be edited in the User Definition form to supplement the permissions already provided by the user role(s) assigned.
  Important: Excessive customization will complicate the process for adjusting permission settings in the future.
• For users who are associated with or multiple user roles, and/or an individual User Definition, permissions are inclusive rather than restrictive. This means that a user will be able to access any feature that at least one of the user's associated definitions provides them permission to, even if another restricts the same permission.
  The exception to this is Workflow permissions, which will require approval for a user according to the most restrictive settings.

1. Go to: RADplus Utilities > System Security > User Maintenance > User Role Definition
2. Click Select User Role. 
   Result: The Select User Role dialog displays.
3. Select the user role ID, click Ok.
4. In the User Role ID field, enter the new user role ID. User role IDs cannot contain spaces.
5. If appropriate, select Deactivate User Role to stop the user role from displaying in the User Definition form.  
   • Note: All users associated with the user role must be removed from the user role (User Definition form), before a user role can be deactivated.
6. Click Select Forms for User Access. The Select Forms For User Access screen displays. Select the forms to give the user role access, click OK.
7. In the User Role Security Level field, select the security level.
8. In the Allow Access to myAvatar Registry Editor field, select Yes to give access to the myAvatar Registry Editor. 
   Note: Applies to myAvatar Registry Editor versions 4.0, and higher.
9. In the Prevent User Access to Clients not in ‘My Caseload’ field:
   • Select Yes to restrict the user role’s access to clients in their caseload.
   • Select No to allow the user role to access clients outside of their caseload.
10. Manage printer fonts by going to: Home View > Preferences > Printer.
    Note: The Allow User to Modify Printer Fonts and Prevent User from Application Logout fields are representative of legacy functionality and is no longer applicable to myAvatar.
11. In the User Timeout (In Seconds) field, enter the amount of time before the user role is automatically logged off myAvatar .
12. In the Prompt for Username at Form Entry field, select Yes to require that the user enter their myAvatar username and password when they open a form.
13. In the User Role for Emergency Access Only field, select Yes to provide form and client access during emergencies. An emergency access user role may 'promote' a form assignment from Read Only to Read/Write during an emergency, but 'demotion' from Read/Write to Read Only by an emergency access User Role does not occur. 
14. In the Allow External Product SQL Access field, select Yes to give the user role access to myAvatar SQL tables.
    • Click Select Tables for External Product SQL Access.
    • The Select Tables for External Product Direct Caché SQL Access screen displays. Select the SQL tables the user role can access, click OK.
15. In the Allow Product SQL Access to Additional Datasets field, select Yes to give the user role access to SQL tables used in third party reporting software.  
16. In the Product SQL Access Datasets field, select additional SQL tables (located in multiple system codes) the user role can access.
    • Note: Multiple system code functionality is setup by a Netsmart system administrator.
17. In the Social Security Number Access field, define how the user will be able to work with client social security numbers throughout myAvatar:
    • Initial Data Entry, View and Edit - Enter new data for a client, edit and view data
    • Initial Data Entry and View - Enter new data for a client, and view data
    • Initial Data Entry - Enter new data for a client
18. In the Require Filing Authentication for Applicable Forms field, select Yes to require that the user role enter their user ID and password when they file a form.
19. In the Allow Access to Clients with client alert ERROR field, select Yes to allow the user role to access client records assigned an error client alert type. Alerts are associated with a client in the Client Alerts form.
    • This allows the user role to bypass "Error" type client alerts.
    • For example, if Yes is selected in this field, and Client Alerts is selected in the Select ERROR Alert Types field, when the ERROR alert is displayed the user can click OK to open the form.
      • In the Select ERROR Alert Types field, choose the alert types the user role can access (set up in the Alert Types form).
      • Select Error (Custom) to give the user role access to custom client alerts (set up in the Client Alerts form).
20. In the Suppress Sending of Alerts To field, select the type of alerts that will not be sent to users associated with this user role.
21. In the Display Active/Inactive User Roles field, select the status of user roles which will display when the Select User Role button is clicked.