Setting Up Security Roles

This section explains how to set up security roles.

Topics include the following:

AcuityLogic offers several security roles that you can customize to the needs of your practice, and you can also create custom roles. You can change the name of a role, but you cannot delete a preloaded role. For example, you can rename the Dispenser role "Optician," but you cannot delete that role. However, you can inactivate a role if you do not want to use the role at all in your company.

You can set up security role access using the following methods:

  • Assign a role full access to specific AcuityLogic modules or to the entire AcuityLogic system
  • Assign specific roles to access options
  • Assign specific access options to roles

After setting up security roles, you can assign the roles to employees. See To add or modify an employee.

For multitenant environments, the following setup must be completed for each company. The parent company setup is not automatically applied to individual companies.
You cannot edit the following roles: System Admin, Integration Developer, Business Manager, Business User, Inquiry User.
  1. In AcuityLogic Admin, click Company and select Security.
  2. In the Security window, click the Roles link for your company.

    The Company Roles window opens and displays the default roles.

  3. To set up a role for the first time or to create a custom role, click Add Company Role.

    OR

    To edit a role that is already set up, click the Edit link next to the role you want to edit.

  4. For a new role, in the Role Name drop-down list, select an existing role or select Create Custom Role; otherwise, go to step 6.
    • You cannot select a role that is already set up. If you have set up all the roles that come with AcuityLogic, you can only create custom roles.
    • If you select Create Custom Role, the Custom Role check box is automatically selected.
  5. If you’re creating a custom role, in the field that appears under the Create Custom Role, type the role name; otherwise, go to step 6.
  6. Type a company role name in the Company Role Name field. The role is displayed with this name in AcuityLogic. For example, you may want to change the role name Dispenser to Optician.
  7. To give the role access to the entire AcuityLogic system or to entire AcuityLogic modules, select one or more of the following check boxes:

    • Full Access All

    • Full Access Admin

    • Full Access BO

    • Full Access DC

    • Full Access Billing

    • Full Access POS

  8. Select the Active check box to activate the role.
  9. Click Insert to add the role.

    OR

    Click Update to update the role.

The Access by Option method enables you to assign roles to menu/access options. Multiple roles can be assigned to each menu/access option.

Do not use both the Access by Option and Access by Role methods to set up security.
  1. In AcuityLogic Admin, click Company and select Security.
  2. In the Security window, click the Access by Option link for your company.

    The Access By Option window opens and displays the different access options.

  3. Click the plus sign (+) next to an access option to expand it.

    Any roles assigned to the access option are displayed.

  4. To add a role to the access option, click Add Role.

    Open Company Roles and Value fields are displayed.

  5. Select a role from the Company Roles drop-down list.
  6. Leave the Value field blank.
  7. Click Insert.

The Access by Role method enables you to assign access options and reports to roles. Multiple access options and reports can be assigned to each role. For example, you can assign permission to access over 80 windows and functions in the Admin module, alone—to any role you have defined for your team. For another example, you can assign access by role to many AcuityLogic BackOffice and AcuityLogic DC reports.

Do not use both the Access by Option and Access by Role methods to set up security.
  1. In AcuityLogic Admin, click Company and select Security.
  2. In the Security window, click the Access by Role link for your company.

    The Access By Roles window opens and displays the different roles.

  3. Click the plus sign (+) next to a role to expand it.

    Any Menu/Access Options assigned to the role are displayed.

  4. To add an access option to the role, click Add Access Option.

    Open Module and Menu/Access Options fields are displayed.

  5. Select an AcuityLogic Module from the Module drop-down list.
  6. Select a Menu/Access Option from the Menu/Access Options drop-down list.

    Any reports or submenus available to select are displayed in the Selection drop-down list.

  7. Select a report type or submenu from the Selection drop-down list, if available.
  8. Click Insert.

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