Restricting Access Times

One way to protect your practice data is to restrict the times certain groups of users are allowed to access Encompass. By restricting access times, you can prevent a user's account being exploited after hours when the intrusion is more likely to go undetected. Access rules are applied to user roles rather than individual users or locations.

What do you want to do?
  1. Log in to the Encompass web application as an administrator.
  2. Locate and expand the Manage Firm Access Rules card.
  3. Click Manage Fir Access Rules.

    The Manage Firm Access Rules page opens.

  1. Open the Manage Firm Access Rules page. To learn how, go to Open the Manage Firm Access Rules page.
  2. Click Add Rule.

    The Edit Access Rule window opens.

  3. Enter a Rule Name that conveys the nature of rule to practice administrators.
  4. Select a Grace Period (in minutes) if this rule requires a different amount of time than the default grace period.

    If no Grace Period is selected here, the rule will adhere to the default grace period. To learn more, go to Set the default grace period.

    The grace period enables the user to log in shortly before or shortly after the times specified by their access rule.

  5. Select a Time Zone.

    If no Time Zone is selected here, the time zone selected in the user's account will apply.

  6. For each day, select the access rules:
    1. Select the Day of the Week check box to allow access that day or select Blackout Day to prevent access.
    2. Select the start and end times for access from the drop-downs.
  7. Click Done.

    The rule appears at the top of the Manage Firm Access Rules page. To apply the rule to groups of users, continue on to Apply an access rule to user groups.

  1. Open the Manage Firm Access Rules page. To learn how, go to Open the Manage Firm Access Rules page.
  2. Apply an access rule to each user role for which you want to specify access times:
    1. Locate a User Role.
    2. Select a Rule Name.

      Each user role can be assigned only one access rule.

      Each access rule can be assigned to multiple user roles.

      User roles without an access rule are not subject to time restrictions.

  3. Click Save.
  1. Open the Manage Firm Access Rules page. To learn how, go to Open the Manage Firm Access Rules page.
  2. Locate the access rule you wish to edit and click the Name.

    The Edit Access Rule window opens.

  3. Edit the rule as needed.
  4. Click Done.

    The updated rule details appear in the list at the top of the Manage Firm Access Rules page. The changes to the access rule are effective immediately. You do not need to reapply the access rule to user roles.

  1. Open the Manage Firm Access Rules page. To learn how, go to Open the Manage Firm Access Rules page.
  2. Locate the access rule you wish to edit and click the Delete hyperlink.

    The access rule is removed from the list at the top of the Manage Firm Access Rules page. If the access rule was assigned to any user roles, those user roles will no longer have any access restrictions.

  1. Open the Manage Firm Access Rules page. To learn how, go to Open the Manage Firm Access Rules page.
  2. Select the Default Grace Period (in minutes).

    The default grace period applies to all access rules that don't have their own grace period recorded.

    The grace period enables the user to log in shortly before or shortly after the times specified by their access rule.

  3. Click Save.

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