Profiles

Profiles determine the permissions each type of user has when they are using Inca Clinic. The system comes with a number of pre-defined profiles designed to match the typical roles in a travel medicine clinic:

  1. System Administrator can manage and perform all the functions in Inca Clinic. The System Administrator is user you created when you signed up to Inca Clinic.
  2. Medical Director is responsible for managing the medical information, creating or changing the care pathways, etc.
  3. Doctor can perform consultations. Also choose this profile if the users is Pharmacists It also has the same rights as the Frontdesk profile.
  4. Nurse - Choose Prescribing Nurse. Non-Prescribing Nurse is only used in special cases.
  5. Clinic Manager is responsible for the financial aspects of using Inca Clinic. He or she can update product details and prices, but cannot perform consultations.
  6. Frontdesk can create patient records, create invoices and credit notes. They have limited permissions to manage accounts and issuing statements.

Managing Users

To add a new user you must be logged in as a System Administrator

  1. Click Your Name (Located at the top left of the web page).
  2. Click Setup from the drop-down list.
  3. On the left, look for the Administration Setup section.
  4. Click Manager Users.
  5. Click Users (or Add or edit users and set user quotas in the main part of the screen).
  6. On the main part of the screen, click New User.
  7. Enter the required fields. Notes:
    • Email: Ensure that you enter a real email address in the Email field. An email will be sent to the new user at this address.
    • Username: The Username must be in the format of an email address, but it does not have to be a real email address. So Joe.Smith@myclinic.com is ok.
    • User License: When selecting a User License, select Salesforce Platform.
    • Profile: In the Profile list, choose the profile most suited the new user, e.g., Doctor.

(As a short cut, you can go to the Inca Administration tab, and click Users under Clinic Setup and Support. This is the same as the first four steps above.)

When you click Save, login details will be sent to the email address you entered in the Email field. The new user must follow the link in that email1), which will bring him or her to a Salesforce page on which a password can be chosen.

You can point the new user at the following help page (http://help.incaclinic.com/doku.php/user_s_first_login_and_password_reset).

You can edit the details of an existing user. Follow steps 1 to 5 above; then when the list of users appears, click the Edit link beside the user you wish to update. You can change names, profiles and other details such as the user's email address.

Permission Sets

Some features in Inca Clinic require you to assign permissions on a user-by-user basis. These are called Permission Sets. For example, the Appointments and Rostering module has 2 Permission Sets: one for allowing a user create Appointments and another to allow them to Roster. If you find a User has the correct profile, e.g.. Doctor, Frontdesk, etc., but can't access a feature, you should check that they have the appropriate Permission Sets applied. This is especially important when you add a new user.

* Login as a System Administrator and click Your Name (located at the top left of the web page).

  • Click Setup from the drop-down list.
  • On the left, look for the Administration Setup section.
  • Click Manager Users.
  • Click Users (or Add or edit users and set user quotas in the main part of the screen).
  • Click the username of the person (click on the chosen username; don't click Edit next to the username).
  • Scroll down to the Permission Set Assignments list.
  • Click Edit Assignments.
  • Add (to the right-hand list) the Permissions you want this user to have (e.g., Appointment Permissions).
  • Click Save.

(As a short cut for the first few steps, you can go to the Inca Administration tab, and click Users under Clinic Setup and Support.)

Resetting Passwords for Users

If a user forgets his or her password, the System Administrator can have Inca Clinic send a reset password email to the user:

  • Login as a System Administrator and click Your Name (Located at the top left of the web page).
  • Click Setup from the drop-down list.
  • On the left, look for the Administration Setup section.
  • Click Manager Users.
  • Click Users.
  • Select a user by clicking on the appropriate user name (click on the chosen username; don't click Edit next to the username).
  • Click the Reset Password button. This will send an email to the user, with instructions on how to reset the password. The email is self-explanatory but you can point users a help page (http://help.incaclinic.com/doku.php/user_s_first_login_and_password_reset).

Resetting a user's password.

TIPS:

Each user's login name (the Username field) must be in a email format (e.g., user@myclinic.com) but it doesn't need to be an actual email address (so user@myclinic.com will work fine even if myelinic.com is not your Internet domain). However, when you create a new user, the Email field must be that user's valid email address, otherwise he or she won't receive the email with the link that allows a password to be set up.

If a person leaves your clinic, it is good practice to edit their user account and uncheck the Active check-box. This frees up a license for their replacement. Importantly, the audit logs created for the original user will remain in place. It is not good practice to delete the user.

Inca comes with a number of default users which you can edit and rename if you wish. If you prefer to create new users from scratch, uncheck the Active check-box for some or all of the default users to free up their licenses. See the next section for more details.

Granting Support Access to Incaplex

There may be occasions where Incaplex requires access to your Inca Clinic Org to provide support or to configure certain aspects of the application. This can be achieved without the need to give Incaplex a password. To enable this, use the following steps:

  1. Click on your name (top right).
  2. Click Setup from the drop-down list.
  3. Expand My Personal Information under Personal Setup.
  4. Click Grant Login Access (only System Administrators can do this).
  5. Look for the Incaplex entry and set the login duration you'd like to grant.
  6. Press Save

Granting Support Access.

Incaplex support personnel will then be able to access your account and assist as required. Access automatically expires. Also, you can also explicitly end the access at any time prior to that automatic expiration.

Managing Licenses

A user in Inca Clinic must be assigned to an Active 'Salesforce Platform' licence. When you create a new user they are automatically set as an Active user. However if you have a change in staff you might want to free up a license and allocate it to a new member of staff.

The list of licenses for the clinic.

The above screen shows that only the System Administrator is active. To make the another user active, click the appropriate Edit link and then check the Active checkbox.

Reassigning a User License

If a person leaves or goes on extended leave, you may de-active their licence and assign it to another user. WARNING! You may be in breach of the End of User license agreement if you use this technique as a way of sharing licenses on a rolling basis. Doing so would also be poor practice as it would be impossible to know which actual user performed any particular task in the system.

  • Login as a System Administrator and click Your Name (located at the top left of the web page).
  • Click Setup from the drop-down list.
  • On the left, look for the Administration Setup section.
  • Click Manager Users.
  • Click Users.
  • Click the Edit link next the user you wish to deactive.
  • Uncheck the Active check-box, and click Save.

(As a short cut for the first few steps, you can go to the Inca Administration tab, and click Users under Clinic Setup and Support.)

You can now create a new user and assign them the freed-up license, or make another existing user Active. An inactive user will no longer have access to Inca Clinic. However, all audit data will be retained.

Best Practice for changing staff

You cannot delete users once they have been created; this ensures that audit data is protected.

While you can rename a user account, this is not recommended. For example, Mary Bloggs, a Nurse, can be renamed as Jane Doe, and changed to being a Doctor; this is not recommended because it would be difficult or impossible to know which actual user made some change in the system. If a staff member leaves it is correct to de-active his or her user account (thus freeing the license) and later create a new user.

Changing the Systems Administrator

Salesforce only allow you to have one Systems Administrator for the first 50 users. So unless you are a large clinic, you cannot have more than one System Administrator. You can, however, change the Systems Administrator. To do this, you will first need to log in as the current Systems Administrator (the person who took out the trial). Then go to the user management section in Setup (click on your name, select Setup, and on the left hand side menu you'll see Manage Users under Administration Setup).

Rename Login Name

When you first take out a trial, Inca Clinic creates a default login name e.g. richard@12trialforce.com. You can change this to anything you like by editing the Administrator User. Like other users, the username has to be the format of an email address, e.g., richard@myclinic.com.

IMPORTANT: Before making any other changes, log out and log back in with the new user name.

Change the email address

Like other users, you change the Administrator's email address. Again, edit the Administrator User and enter the email address you want to use. IMPORTANT You will then be sent an email to this new address and ask to click a link to verify it. This must be done before the new email address is used.

Reviewing Licenses

A System Administrator can review the number of licenses available. This is done under your name → Setup → Administration Setup → Company Profile, using the Update your company information link.

Important: Inca Clinic uses the Salesforce Platform License type, so you should read this line in the table. If you need additional licenses, please contact sales@incaplex.com.

Reviewing the licenses.

1) It is always better to copy and paste the link into the address box of a browser, rather than clicking on a link in an email address.
users_and_profiles.txt · Last modified: 2015/11/04 09:21 by sean
 
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