The Update User Group feature is used to update user group assignments for AWARDS users. These user group assignments can be configured (using the Configure User Groups component of the Permissions Maintenance module) to work in combination with the user's permissions to determine which modules and features are available to him or her throughout the system.
Required Permissions
In order to update user groups, you must be in the "Human Resources," "Executive Officer," or "System Administrator user groups. In addition, unless you are a member of the "Executive Officer" and "System Administrator" user group, use of the Update User Group feature (and related Permissions Maintenance functionality) requires at least ONE of the following permissions:
- Display Executive Administration Buttons
- Permissions Data Entry
- Permissions Data Entry for All Staff and Layers
Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.
Configuring User Groups
As noted above, the AWARDS database is set up with several default user groups to which permissions can be assigned on the User Group layer. The list of default groups can be added to and maintained using the Configure User Groups link within the System Setup module Permissions Maintenance feature. Please refer to that portion of the Resource Center for detailed instructions on creating, updating the permissions for, and deleting user groups.
Updating a User Group Assignment
To update a user group assignment, complete the following steps from the AWARDS Home screen:
-
Click Administration from the left-hand menu, and then click System Setup. The System Setup fly-out menu displayed.
-
Click Login Maintenance, and then click Update User Group. The User Group Update page is displayed.
-
Click the Current User Group drop-down arrow and select the user whose user group assignment is to be updated. His or her current user group is displayed next to the user's name.
-
Click the New User Group drop-down arrow and select the user group to which the selected user is being assigned.
o adjust the list of available user groups, use System Setup > Permissions Maintenance > Configure User Groups. This feature can also be used to set default permissions for members of a selected user group whose Individual layer permissions have not yet been updated. For more information, see Configuring User Groups.
-
Click APPLY UPDATE. The user group assignment is updated and a confirmation message is displayed.
The process of updating a user group assignment is now complete.
Frequently Asked Questions
- What is the Local CoC Admin user group used for, and how are properties configured for group members?
The Local CoC Admin user group is available in divisional and HMIS databases. It enables the agency to specify users who have been given access to oversee an entire Continuum of Care (CoC).
User properties for members of the Local CoC Admin group are accessed via the Update User Group feature by completing the following steps:
-
Click Administration from the left-hand menu, and then click System Setup. The System Setup fly-out menu displayed.
-
Click Login Maintenance, and then click Update User Group. The User Group Update page is displayed.
-
Click the Current User Group drop-down arrow and select the user whose properties are to be updated.
-
Click the New User Group drop-down arrow and select "Local CoC Admin," even if the worker is already in that user group.
-
Click APPLY UPDATE. The Local CoC Admin User Properties page is displayed.
-
Configure the fields and options on this page as needed:
- Designated County / Continuum of Care - Select at least one CoC and/or County to limit the user's access to.
- Aggregate Data View - If the user should not be able to see any individual detail and instead be limited to viewing aggregate data only, click this checkbox.
- Permitted Actions - Specify the action(s) the user is permitted to complete within the selected CoC and/or County.
If you know that the permitted actions are the only item you need to update, click Local CoC Admin Properties in step 5 instead of Apply Update.
-
Click UPDATE to save your changes.
The update process is now complete.
Once a Local CoC Admins has been configured, he/she can see data for all programs that only have clients in his/her own CoC. If a program is in multiple CoCs, some reports will filter clients based on "Client Location" so that only those clients and their household members assigned to the Local CoC Admin's own CoC are included. Other reports exclude programs located in multiple CoCs. Those for which the filter are in place are as follows:
- AHAR
- Supportive Services Delivery Report
- Service Contacts ReportBuilder
- HMIS ReportBuilder
- HMIS History ReportBuilder
- Demographics ReportBuilder
- Household ReportBuilder
- Program Profile Report
- System Performance Measures Report
All persons in a household are considered to have the same Client Location.
- Who has the ability to create user groups in a multi-agency or HMIS database?
Only continuum staff see the Update User Groups feature in databases that contain more than one agency.