The steps below will allow Super Users to provide data permissions to user accounts on your QUOODA® System.
Assets are the central data record for QUOODA®. Providing a user with access to an asset will automatically allow them to access the checklists, compliance, risks, etc for that asset. You would only use one of the other options in rare and specific circumstances.
Step 1. Go to Settings > Users
Step 2. Find the user, click on data permissions, and select the entity type that you are giving permission to
You can search if you know the user that you are looking to amend or use any of the filters on any of the table columns. Click the data permission button and select asset and this is the central data record.
Step 3. Use the tabs, filters, and search to find the relevant assets
The main asset type in QUOODA® is properties, but you can also find sub-assets using the tabs across the top. The small arrow next to these will allow you to scroll through more tabs for more sub-asset types. When permissions are granted to a property, access to all associated sub-assets is automatically provided.
There are options available to help you find what you are looking for.
- The ‘Show All’ filter allows you to show all assets that the users either have access to or do not have access to
- The ‘Search’ field allows you to search for a specific property ID, Portfolio, Sub Portfolio, or Reference
Step 4. Amend the access as required
The ‘Can Access’ column will show which properties the user has data permissions to with a tick.
You can add/remove access on an individual basis by ticking or unticking boxes.
The ‘- Add/Remove Access-’ dropdown also gives you options to:
- Give access to all properties
- Remove access from all properties
- Give access to filtered list of properties
- Remove access from filtered list of properties
Changes made to the user's asset security settings on these pages are effective immediately, you do not need to save them. Once you are happy with the changes made click the ‘X’ in the top right corner of the data permissions window to return to the User Management Screen.
TOP TIPS
- Super Users automatically get access to all areas of the system, there is no need to set up specific access for them
- The method shown here is the quickest way to give a specific user data permission. You can also do this from an asset as well and give multiple users access to a specific asset. See Step 5 of our adding a new property help page if that would be more efficient for your requirements
- Data permissions are one element of a user's access, the others are linked below. We explain how these permissions work together on the user permissions overview page:
- Role security provides the appropriate access to the areas of QUOODA® that they require.
- You can give permissions to view different modules and menu options by role via Role-based menu visibility
- If you are unsure if the change you have made is the correct one you can impersonate a user within that role to test they have the access that you are expecting