Successful management of security can ensure both data and users are protected. The Gael Enlighten administrator has the ability to manage security through Permission Sets, Dynamic Roles, Groups, and Organisational Units available through the [People and Security] option of the [Administration] navigation menu. From here it is possible to define precisely what users can see and do in Gael Enlighten.
Permission Sets within Gael Enlighten are a collection of settings and permissions that give users access to various tools and functions.
There are 23 set Dynamic Roles within Gael Enlighten. They are divided into 6 types;
By selecting the name of a Dynamic Role you will see the Permission Sets assigned to it. For example, the [Dynamic Role] 'Document Owner' has two Permission Sets currently assigned to it;
If a user is assigned as a Document Owner on a document record they will have all Permissions assigned to the [Dynamic Role] 'Document Owner'.
It is possible to add further Permission Sets to a Dynamic Role by clicking the add icon on this screen. By adding or removing Permission Sets you can control user access to records where they are explicitly mentioned (e.g. confidential person records).
From this screen select the Permission Set name for the Permission Set configuration window to open. You can edit the settings of the Permission Set from here.
It is not possible to add Dynamic Roles to Gael Enlighten. However, Permission Sets can be added to Dynamic Roles and edited at that point if required.
User Groups in Gael Enlighten are a collection of [Individual Members] and/or [Organisational Unit Members] with Permission Sets assigned to them. The [Security] tab allows you to attach Permission Sets to users. This area is divided by module;
This is a user friendly way of controlling what a user can see and do in the system. You can assign permissions for each module of Gael Enlighten to a Group. Any member assigned to the Group will then receive the permissions and be able to for example, read documents or access reports. Use the table below as a quick reference to assigning permissions to a Group;
Document Record Access
Document Workflow Access
|Audit Workflow Template Access
Audit Checklist Template Access
Question Bank Access
Audit Record Access
|Reporting||Report Workflow Template Access
Field Bank Access
Form Record Access
Report Category Access
Report Record Access
|Risk||Hazard Checklist Template Access
Risk Matrix Access
Master Hazard Access
Risk Project Access
Master Risk Event Access
Control Effectiveness Access
|Administration||List Management Access
People Management Access
Standard Management Access
Group Management Access
Process Management Access
Permission Set Management Access
Organisational Unit Access
Supplier Access Rule
Gael Enlighten comes installed with two default Groups;
- [All Organisational Members] which contains all Gael Enlighten users.
- [System Wide Access] which contains users assigned every permission.
For the Group [All Organisation Members] it is not possible to change users or organisational units from the [Individual Members] or [Organisation Unit Members] tab.
For the Group [System Wide Access], the tab [Security] is missing as the users have access to all areas. It is possible to add or edit the [Individual Members] or [Organisation Unit Members].
Organisational Units define the structure of the organisation. The parent unit is normally the name of the organisation, followed by child units that can represent locations, and/or further child units to represent departments within the organisation.
To learn how to add or edit Organisational Units, see the knowledge base article Managing Organisational Units