Key Points

• Record permissions allow you to control access to specific individual records.

• They act as overrides on top of areas, groups, and section permissions.

• Most access is automatically controlled through:

  • Areas

  • Groups

  • Section permissions

  • Roster-based access

• Record-level permissions should be used sparingly for exceptions.

• They are especially useful for conflicts of interest or sensitive cases.

What Are Individual Record Permissions?

Individual record permissions allow you to:

• Review who has access to a specific record

• Understand why access has been granted or denied

• Override standard permissions for unique situations

These permissions give you the highest level of control within FlowLogic.

Accessing Record Permissions

To access record-level permissions:

1. Open a record (for example, a staff or participant profile)

2. Click the Record Permissions tab

This opens the Review and Restrict Access screen.

Understanding the Permissions Screen

This screen displays:

• Group-based permissions

• User-based permissions

• Linked user access

• Manager access

• Overrides and denials

This view helps you troubleshoot access issues and understand why certain users can or cannot see a record.

Reviewing Access Details

Next to each user or group, you will see:

• An information icon

• Details about their:

  • Group membership

  • Area access

This is helpful when diagnosing permission issues.

For example:

• If someone cannot access a record, it may be due to:

  • Missing area access

  • Incorrect group permissions

  • Section-level restrictions

How Record Permissions Work

Record-level permissions act as overrides.

They do not replace the standard permission structure.

Most access is automatically granted through:

Section Permissions

Groups are given access to sections and forms.

Area Permissions

Users only see records within their assigned areas.

Roster-Based Access

When a staff member is assigned to a client, they may automatically gain access to that client’s record.

This ensures staff can complete daily tasks without manual setup.

Adding Record Overrides

You can grant access to specific users or groups.

For example:

• Allow the Finance Admin group to access a staff or participant record.

Overrides may also occur automatically:

• When a user is assigned to a shift

• When temporary access is required

This provides flexibility without changing system-wide permissions.

Linked User and Manager Overrides

Linked User Access

If a user is linked to their own staff profile, they automatically have access.

This ensures:

• Staff can view their own details

• Accountability is maintained

Manager Access

Managers can be given automatic access to records they oversee.

This supports organisational structure and supervision.

Types of Access Denials

There are several reasons a user may be denied access:

• No area access

• Section or form restrictions

• Parent record access restrictions

• Linked user or manager restrictions

• Record-level denies

Record-level denies are useful for:

• Preventing conflicts of interest

• Protecting sensitive data

• Restricting access to specific individuals

When to Use Record-Level Permissions

Record permissions should not be your primary method of access control.

They are best used for:

• Temporary access

• Sensitive or confidential cases

• Exceptions to standard permissions

• Conflict-of-interest scenarios

• Troubleshooting visibility issues

For example:

• Preventing a staff member from accessing a family member’s record.

Best Practice Recommendations

To maintain a clean and manageable system:

• Use areas, groups, and section permissions as your main structure.

• Use record-level overrides only when necessary.

• Regularly review overrides to ensure they are still required.

• Test user access when making changes.

This ensures your system remains secure and easy to maintain.

Outcome

You now understand:

✔ What individual record permissions are
✔ How to access and review record permissions
✔ How overrides and denials work
✔ How linked user and manager permissions apply
✔ When to use record-level access
✔ Why this feature should be used sparingly

Individual record permissions provide flexibility and control for unique situations, helping you maintain both security and operational efficiency in FlowLogic.