Creating, Modifying, & Copying Security Roles

If...	Then...
Security was off in your prior version of OfficeMate	All users are assigned to the Admin Role, enabling them to access all areas of the software.
Security was on and users’ security included Access All	Those users are assigned to the Admin Role, enabling them to access all areas of the software.
Security was on and users’ security included limited access	A new security role is created for each user with limited access. The new role names are based on the users’ names. The sample roles that are installed with OfficeMateare marked as inactive.

To prepare for setting up security roles

Prior to setting up security roles, complete the following tasks:

Ensure that all of your locations are set up. For more information on setting up locations, go to Maintaining Locations for OfficeMate.
Ensure that your staff and provider(s) are set up with user IDs. For more information on setting up staff and provider user IDs, go to Maintaining Providers, Staff, & Other Resources for OfficeMate.
Print a copy of the sample security roles to help you get started. Go to www.eyefinity.com/dam/eyefinity2022/documents/OM/Security-Roles.pdf to download a list of the preinstalled sample roles. Remember, you can modify or delete the sample roles to your practice’s needs.
Make a list of all of the jobs for which you and your employees are responsible (i.e., front desk tasks, optician, lab orders, medical technician tasks, contact lens orders, physical inventory, receiving purchase orders, pricing products, insurance processing, administration, recording exam records, etc.). These jobs will be your “roles” in OfficeMate.
Write each employee’s name next to the jobs for which they are responsible. If some employees are responsible for more than one job, write their names next to multiple jobs.

If your practice requires only minimal security, assign all users to Administration Role. Go to Assigning Roles and Passwords to Users for more information.

To create a role

From the OfficeMate Administration main window, click Setup, and select Security.
OR
From the ExamWRITER Administration main window, click Activities, and select Security.
Click the Role tab.
OfficeMate/ExamWRITER comes preloaded with example roles. Eyefinity highly recommends that you modify or copy these roles according to the needs of your practice. You are not required to use the sample roles, but rather they are there to help you get started with security roles.

To delete an existing role that has not been assigned to any users, select the role and click Delete.
Create the role by performing the following steps:
1. Click the Ellipses (…) next to the Role text box.
  The Security Role Maintenance window opens.
2. Type the name of a job function in the Role Name text box.
  When it comes to role names, think in general terms. Do not type the name of an employee who is responsible for the job or the exact title of people who hold that job. For example, type, “Front Desk Tasks,” not “Suzie’s Tasks.”
3. Type a description of the new role in the Role Description text box.
4. If you don’t want the role to be assigned to anyone yet, select the Inactive check box.
5. Click Save.
6. Repeat these steps to create roles for all of the job functions in your office.
7. Click Close to close the Security Role Maintenance window.
The roles that you created now appear in the Security Roles list on the left side of the Security window.
Continue by defining the role details. (Go to To define role details.)

To change the name of a role

From the OfficeMate Administration main window, click Setup, and select Security.
OR
From the ExamWRITER Administration main window, click Activities, and select Security.
Click the Role tab.
OfficeMate/ExamWRITER comes preloaded with example roles. Eyefinity highly recommends that you modify or copy these roles according to the needs of your practice. You are not required to use the sample roles, but rather they are there to help you get started with security roles.

To delete an existing role that has not been assigned to any users, select the role and click Delete.
Click the Ellipses (…) next to the Rule text box.
The Security Role Maintenance window opens.
Select the role that you want to modify from the list.
Type the new name of the role in the Role Name text box.
When it comes to role names, think in general terms. Do not type the name of an employee who is responsible for the job or the exact title of people who hold that job. For example, type, “Front Desk Tasks,” not “Suzie’s Tasks.”
Type a description of the new role in the Role Description text box.
If you don’t want the role to be assigned to anyone yet, select the Inactive check box.
Click Save.
Repeat steps 4–8 to modify additional roles.
Click Close to close the Security Role Maintenance window.
Continue by defining the role details. For information about defining role details, go to To define role details.

To copy a role

Click Setup and select Security.
Click the Roles tab.
ExamWRITER comes preloaded with example roles. Eyefinity highly recommends that you modify or copy these roles according to the needs of your practice. You are not required to use the sample roles, but rather they are there to help you get started with security roles.

To delete an existing role that has not been assigned to any users, select the role and click Delete.
Click the Ellipses (…) next to the Rule text box.
The Security Role Maintenance window opens.
Select the role that you want to copy from the list.
Click Copy.
The Copy a Security Role window opens.
Type the name of the new role in the New Role Name text box.
When it comes to role names, think in general terms. Do not type the name of an employee who is responsible for the job or the exact title of people who hold that job. For example, type, “Front Desk Tasks,” not “Suzie’s Tasks.”
Type a description of the new role in the Role Description text box.
If you don’t want the role to be assigned to anyone yet, select the Inactive check box.
Click OK.
Repeat steps 4–9 to copy additional roles.
Click Close to close the Security Role Maintenance window.
Continue by defining the role details. For information about defining role details, go to To define role details.

To define role details

Define the areas of access for a role by editing the role details. The role details determine which areas of the software a user can access and the levels of access. Think of role details as all the various tasks that someone filling that role would need to perform.

To define the areas of access for a role, you will select progressively narrower areas of the software and then select the actions the role can perform.

The areas of access that you assign to a role can be as broad or limiting as you desire.

You can assign multiple functions to a role so that a single role can access various parts of the software.

You can assign multiple roles to a user, so you don’t need to squeeze all of an individual’s access into one role.

To delete an existing role’s details that have not been assigned to any users, click Delete.

Eyefinity recommends printing the Security Roles report to see how roles are broken down, gain an understanding of which tasks are found in the various sections of the software, and help you plan the roles needed for your practice:

To print Security Roles report, click Print on the Security window.

To print the sample roles that were preinstalled in your OfficeMate/ExamWRITER software, go to www.eyefinity.com/dam/eyefinity2022/documents/OM/Security-Roles.pdf.

From the OfficeMate Administration main window, click Setup, and select Security.
OR
From the ExamWRITER Administration main window, click Activities, and select Security.
Click the Role tab.
Select a role from the Security Roles list on the left side of the window.
Click New Role Detail to create a new area of access.
OR
Select an existing detail from the list.

From the Product drop-down menu, select the software program that people using this role will need to access.

The Product drop-down menu allows you to select the general area in which a person with this role would need access.

Select this product...	If a person with this role...
OfficeMate	Performs general business tasks within the practice.
ExamWRITER	Performs tasks within the examination room or records diagnostic testing.
ReportWRITER	Performs tasks related to medical reports.
Administration	Performs tasks that require setting up or customizing the software.
Distribution Center	Performs tasks within an internal distribution center. Most practices will not use this option.
Lab	Performs tasks within an internal lab. Most practices will not use this option.
All Products	Products Requires blanket access to all programs.

You can assign multiple areas of access to a role and multiple roles to an individual staff member or provider, so you can assign access to multiple software products to an individual user.

From the Location drop-down menu. select the location that people using this role and product will need to access.
Most practices will not need to select a location; the location populates automatically when you make a selection from the Product drop-down menu. Only multilocation practices or practices with multiple internal labs or internal distribution centers need to select a location.

Multilocation practices will generally select All Locations for the sake of consistency. Select a specific location only if a particular store, lab, or distribution center must have a unique operating procedure.
Select the module in the product that people using this role and product will need to access from the Module drop-down menu.
The module represents the specific area of the software that you want to allow individuals with this security role to access.
Select the task in the module that people using this role and product will need to access from the Task drop-down menu.
The task represents the specific task that you want to allow individuals with this security role to access.

Select the Access, Delete, Override, and Print check boxes in the Rights box to select the level of access for the role.

The Rights represent the specific actions that you want to allow individuals with this security role to access.

Select this checkbox…	To allow users to…
Access	View, add, and modify information associated with the task.
Delete	Delete information (when deletion is possible).
Override	Access or perform specific functions in restricted areas after entering their password.
Print	Print items when possible within the task.

Select the Inactive check box in the Active Status box to deactivate the selected task, if desired.
Click Save.
Click New Role Detail and repeat steps 5–11 to record additional areas of access that someone with the selected role would need to carry our his or her duties.