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How to Add Users to a Role with Access to Selected Business Units in Assurance
When creating a new user in Assurance, you are required to assign them to a Business Unit. This becomes their 'Own Business Unit'. This assignment will be visible in Assurance whenever you need to allocate access rights to a user.
1. Using the default Business Unit field
By using the default Business Unit field on your forms, form submissions are automatically placed into the selected Business Unit. We recommend making the Business Unit field mandatory, if you choose to use this field in your forms.
You must use the default Business Unit field available in your Registers & Forms Field Library, as indicated by the padlock icon. This field may have been renamed to something else, such as Facility or Department.
If renamed, the default Business Unit field can be identified if the Original name is 'Business Unit'.
2. Allocating users and forms to functional areas
Users and forms can be assigned to specific functional areas within your organisation. Access rights are not solely determined by templates.
When creating or editing a Full user, you can specify their access rights to ensure they only see the relevant forms for their Business Unit and/or other Business Units. As long as the Business Unit field is used on the forms, Assurance can allocate permissions based on Business Unit.
This is useful if you have a form used across your organisation but need to restrict viewing of specific submissions based on the user's role. For example, a user can have access to a register but only read forms in a selected Business Unit.
3. Allocate access rights by Business Unit
The following process is part of allocating access rights, as detailed in the Granting Access Rights to Full Users in Assurance article. A user's access rights are determined by Business Unit(s), the specific Register in Assurance, and the role the person can perform (View, Report, or Manage).
You can allocate access rights to Full users via the 'All Roles' screen under Access Rights, or from the 'Rights' tab on the user's profile.
3.1. Allocate access to certain Business Unit forms via the 'All Roles' screen
3.1.1. Select Users
- Create the role (e.g. Demo Form Manager).
- Under the Select User tab, add selected users to the role.
- Select which Business Unit they can access. (e.g. 'Test Person' has access to 'All Business Units').
3.1.2. Select Users by Business Unit
Use the Select Users by Business Unit tab to assign all users in a Business Unit to a role.
E.g. users in the 'Company' Business Unit have access only to 'Clinical Team' records in the 'Demo Form' register.
3.2. Allocate access to certain Business Unit forms via the 'Rights' tab on the User's profile screen
When you provide a user with access rights from the Rights tab on their profile, it defaults to their Own and Sub-Business Unit visibility.
To add a Business Unit:
- Select the plus icon to the far right of the role.
- Add the Business Unit access.
- Select the Save button.
4. Limiting a user's access by Business Unit
If a user’s access is restricted to certain Business Units, they will have rights to see forms in those Business Units and all forms with no Business Unit selected.
To limit a user's access by Business Unit, ensure that:
- The default Business Unit field is included on the register template.
- A Business Unit is selected on each form (if not already required).
For example
Emma Brown has been assigned read-only access where she can view the Incident Register. She is restricted to viewing records within the Residential Aged Care Business Unit. She will see the following forms.
| Key | Business Unit | Can Emma see this form? |
| INC-1 | Residential Aged Care | Yes |
| INC-2 | Home Care | No |
| INC-3 | (No Business Unit selected) | Yes |