Roles and Database templates

ActivityInfo 4.0

The following section presents the Roles and the Database Templates in ActivityInfo.

In ActivityInfo you can use the readily available templates to get quickly started with your programme.

The available Database templates come with predefined Roles which allow you to quickly define the Permission levels of the users participating in the Database.

You can browse the available templates along with the Roles included in them.

Make sure you are familiar with the different Roles before you invite your users. You will be able to define the exact Folders, Forms and Subforms to which the Permissions of the selected Role apply when you will be adding the users.

Note that only you can Delete a Database you own, but a User with the "Administrator Role" can delete all Folders, Forms and data contained in the Database. Also Roles that have the Edit Forms permissions also allow users to delete the fields of a Form.

Simple database template

This template is ideal if you are not working with Partners and you want to create a Database to use with your team or internally.

Data Entry

Assigning this Role to a user means that the user will be able to:

  • View all records
  • Add any record
  • Edit all records
  • Delete any record
  • Export records
Read only

Assigning this Role to a user means that the user will be able to:

  • View all records
Administrator

Assigning this Role to a user means that the user will be able to:

  • View all records
  • Add any record
  • Edit all records
  • Delete any record
  • Export records
  • Manage users
  • Manage record locks
  • Add forms and folders
  • Edit forms and folders
  • Delete forms and folders

Multi-partner reporting database template

This template is ideal if you are working with many Partners.

Sector Lead

Assigning this Role to a user means that the user will be able to:

  • View all records
  • Add any record
  • Edit all records
  • Delete any record
  • Export records
  • Manage users
  • Manage record locks
  • Edit forms and folders
Administrator

Assigning this Role to a user means that the user will be able to:

  • View all records
  • Add any record
  • Edit all records
  • Delete any record
  • Export records
  • Manage users
  • Manage Record locks
  • Add forms and folders
  • Edit forms and folders
  • Delete forms and folders
Reporting partner

When you assign this role to a user you need to define the Partner of the user in the User Management tab. To do so you need to first add the Partners of your programme to the Partner Form.

Assigning this Role to a user means that the user will be able to:

  • View records where partner is user's partner
  • Add records where partner is user's partner
  • Edit records where partner is user's partner
  • Delete records where partner is user's partner
  • Export records (which are visible)

Case management database template

This template is ideal if you are working with case management where teams of Case Workers work with Cases under Supervisors. It contains the Form template 'Case' and it uses the User field to refine Permissions.

Administrator

Assigning this Role to a user means that the user will be able to:

  • View all records
  • Add any record
  • Edit all records
  • Delete any record
  • Export records
  • Manage users
  • Manage record locks
  • Add forms and folders
  • Edit forms and folders
  • Delete forms and folders
Case worker

Assigning this Role to a user means that the user will be able to:

  • View where case is assigned to them
  • Add records where case is assigned to them
  • Edit records where case is assigned to them
  • Delete records where case is assigned to them
  • Export records
Supervisor

Assigning this Role to a user means that the user will be able to:

  • View where case is owned or supervised by them
  • Add records where case is owned or supervised by them
  • Edit records where case is owned or supervised by them
  • Delete records where case is owned or supervised by them
  • Export records