How to Manage Non-Caseload Access
- Prevent User Access to Clients not in 'My Caseload' - User Role Definition form (under the Forms and SQL Tables heading)
- Prevent User Access to Clients not in 'My Caseload' - User Definition form (Forms and Tables section, under the Forms and SQL Tables heading)
- Warn if user attempts non-caseload access - User Definition form (User Caseload section)
- Hide clients not in 'My Caseload' if non-caseload access is prevented
System behavior behind accessing non-caseload clients is determined by the value in the Prevent User Access to Clients not in 'My Caseload' fields.
- For users not associated with a user role, the field on the User Definition form will dictate access.
- For users associated with one user role:
- If the user's User Definition settings have been customized, the field on the User Definition form will dictate access.
- If the user's User Definition settings have not been customized, the field on the User Role Definition form will dictate access.
- For users associated with multiple user roles, the field on the User Role Definition form will dictate access in a cumulative manner. Even if one role has greater access, it will not over-write the selection here for this setting.
Additional Settings
The system looks first at the Prevent User Access to Client not in 'My Caseload' field, and then at the Warn if user attempts non-caseload access field to determine whether or not you will see a warning when accessing a non-caseload client.
- Setting the Prevent User Access to Clients not in 'My Caseload' field to Yes, will limit the user's access to only clients in their caseload.
- If they attempt to access a client outside of their caseload, they will receive a warning message that this is not allowed regardless of the setting of the Warn if user attempts non-caseload access field.
- Setting the Prevent User Access to Clients not in 'My Caseload' field to No allows the user to access clients outside of their caseload.
- The value in the Warn if user attempts non-caseload access field determines whether or not a warning message will appear when accessing an outside client.
- If Yes, they will be allowed to continue anyway by entering a reason for access.
Widget and Report Exceptions
Non-caseload restrictions apply to any myAvatar feature that filters by client. This includes any widget or report that is run based on a specific client's information. When restrictions are enabled for a user, that user will only be able to run widgets or reports for clients who are on their caseload.
Please note, however, that some features return client data without using filters that screen according to these restrictions. For example, the Clients No Financial Eligibility widget filters by financial eligibility and pulls data for all clients in the system regardless of the user's caseload restrictions. Likewise, reports that are not client-specific may return data on clients who are not on their caseload.