Security: Group Based Field Security Freezerworks 2015

Runtime
3:00

Description:

Learn how to assign fields to specific groups to only allow authorized users to edit data. This video guide will describe field security, when to use it, and how to configure it.

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Transcript

Introduction – 00:00

Exclusive to Freezerworks 2015 Summit Edition are two new security capabilities, both involving fields and their data.  

Group Based Security – 00:13

Open System Admin – User Defined Fields. First, there is now Group Based Security for fields.  Much like assigning different entry forms or list views to separate groups, you now have the option of giving only certain groups access to fields.  Inside every field, there is a new Groups page, where you decide which groups are allowed to use this particular field.  

Assigning Groups to Fields – 00:40

Right now, for the field Aliquot Type, the Summit group is the only group allowed to use it.  If you want to quickly assign groups to fields, click the Assign Groups button on the User Defined Fields list view.  This brings up a window to Batch Assign Groups.  Now, the instructions at the top will explain how this process works, just note that the Expand and Collapse buttons quickly open and close every field’s drop-down of assigned groups.  

PHI Security – 01:15

For now, though, we’re going to move on to PHI.  Summit gives you the ability to designate certain fields as PHI (Protected Health Information) or PII (Personally Identifiable Information).  This will mask these fields’ data wherever they appear with asterisks.  The checkbox to define PHI fields can be found on the Properties page of the Field Configuration window.  A user must be given the permission to view PHI in their configuration in order to unmask any PHI fields and see the protected data.  Any unmasking of PHI data results in an automatic audit trail entry to maintain consistent watch over private information.

View PHI Data – 02:05

Let’s go to the landing page and see PHI data in action.  Our field, Last Name, is a PHI field.  So all the data is hidden by asterisks.  Since I am signed in as a user with permission to view PHI, I can right-click the column heading and click show PHI.  All the data appears now, and my viewing of the hidden data is immediately recorded in the audit trail for security purposes.  I can re-hide the data by opening the column settings again or simply close and reopen the list view.  The program will automatically hide the data again.

Conclusion – 02:55

Well, thank you, and until next time.