Version 4.62 or Later. Copyright 2013 Interactive Financial Solutions, Inc. All Rights Reserved. ProviderPro System Administration Guide.

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2 Version 4.62 or Later Copyright 2013 Interactive Financial Solutions, Inc. All Rights Reserved. ProviderPro System Administration Guide. This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The contents of this manual are furnished for informational use only, are subject to change without notice, and are provided without any express, statutory, or implied warranties. Interactive Financial Solutions, Inc. assumes no responsibility for any errors or inaccuracies that may appear in this manual. The example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are for demonstration purposes only and are not intended to refer to any actual organization. ProviderPro, the Solana logo, MRDD Solutions and the MRDD Solutions logo are registered trademarks of Interactive Financial Solutions, Inc. The Integrated Software Series is a copyright of Interactive Financial Solutions, Inc. Other product and company names mentioned herein may be the trademarks of their respective owners.

3 Using This Guide This introduction describes how to properly and efficiently use this guide including: The objectives of this guide The intended audience of this guide Conventions used in this guide Related publications Where to report errors in documentation Who to contact for support Objectives Use this guide to learn how to: Set Up Database Permissions Set Up Required Values Set Up Database Default Values and Force Database Defaults Hide Data Properties and Data Objects Auto-Increment Values Configure Auditing and Review Change History Set Up Users and Groups Assign Security Permissions To Groups Assign Groups to Users and Records Intended Audience This guide assumes familiarity with personal computers and Microsoft Windows. Conventions We use these conventions in this guide: In this guide, we show: Like this: Variable text that you type database_name Literal text that you type iss2000.exe Data-entry forms, data property names, commands and menus Login form Keys that you press on the keyboard F2 Information that is useful to note Note: Note

4 Sample Data-Entry Forms This guide contains sample data-entry forms that help you verify that you have reached the correct step. Not all data-entry forms are identical to what you see on your display. The degree of variance between a sample data-entry form and your display depends on your security permissions, the version of ProviderPro you are running, and any customizations your agency may have made. Tips For help using ProviderPro, press F1 to view online help or move your mouse over a label and a pop-up message appears giving you additional information. Throughout ProviderPro, you'll notice that the labels of certain items are highlighted according to your settings in User Preferences. This indicates that a value is required or that the entered value is invalid and must be corrected in order to save the information, search for records, or proceed in a wizard. Many menu and toolbar commands have an underlined letter that indicates the keyboard shortcut for that function. Press ALT to view the underlines. On a menu, press the letter to activate the feature. In a data-entry form, press ALT along with the underlined letter to activate the feature. Related Publications For more information on: ProviderPro Updates Creating Reports Adding, Searching, Editing, Deleting Repeating Values and User Defaults Filters and Grids Refer to: Network Administration Guide* Report Wizard Guide* The Basics Guide* *Registered support users can download an Acrobat (PDF) file of this publication from the Solana Support Website ( or when logged in to ProviderPro, press F1 to access it via online help. Support You receive unlimited technical support through the terms of your yearly Maintenance and Support Agreement. You can issue a new support request by any one of the methods listed below. When responding to a message from our support staff, do not change the subject line of the message.

5 By Web 1. Go to the following Web address: 2. Log in to the support website. 3. Click the Support Request link on the left. 4. Fill out the electronic request form completely. Make sure you provide as many details as possible about your request. 5. When you are finished, click Submit. By 1. Enter detailed information about the request into the body of the message. 2. Attach any supporting materials to the message, such as screen shots or reports. 3. Send the message to By Telephone Call one of the following numbers: (419) , Option 7 (Primary) (206) (Backup) You will hear an automated greeting. Follow the automated instructions to submit your voice mail support request. Make sure you provide as many details as possible in the message. ProviderPro Error Messages From time-to-time, you may receive a run-time error as you are working in ProviderPro. You should not see these error messages and Solana is working to eliminate them. However, if you do receive a run-time error, ProviderPro has a built-in method for sending a support request containing the error message to Solana. 1. Enter your Name and Address (this will default to the information entered in your user account).

6 2. Include the detailed steps of what you were doing when you got the error and click Send. Please remember to include the description of what you were doing as Solana cannot recreate the error (and correct it) without this information. A support request will automatically be submitted to Solana for you. 3. Click Continue to save any changes (this may or may not be possible depending on the error that occurred) or click Exit to exit ProviderPro immediately. Solana recommends that you always exit and restart ProviderPro after receiving an error like this to ensure that ProviderPro is stable. Note: The settings found under Database Preferences must be set up correctly in order to send the support request to Solana.

7 Contents Using This Guide 3 Objectives 3 Intended Audience 3 Conventions 3 Sample Data-Entry Forms 4 Tips 4 Related Publications 4 Support 4 By Web 5 By 5 By Telephone 5 ProviderPro Error Messages 5 Contents 7 Chapter 1: Overview 10 Chapter 2: Setting Database Preferences 11 Viewing Database Preferences 11 Sending A Test Message 14 Chapter 3: Viewing The Communications Log 17 Chapter 4: System Configuration Settings 19 System Configuration 19 Making An Item Required 25 Making A Data Property Required 25 Making A One-To-Many Required 27 Using The Set Up Required Properties Wizard 28 Making A Data Property Auto-Increment 31 Default Values 33

8 Setting Database Default Values 33 Forcing Database Default Values 34 Setting Custom Formats For Codes 35 Overriding The Default Sort Type 37 Setting The Default Data-Entry Form 38 Hiding Unused Items 39 Hiding Data Objects 39 Hiding Data Properties 40 Copying Items To The Structure Database 41 Chapter 5: Auditing 45 Auditing The Database 46 Auditing Data Objects 47 Auditing A Data Property 49 Using The Set Up Auditing Wizard 51 Viewing The Audit Log 62 Migrating Auditing Information 63 Auditing Reports 65 Chapter 6: Security 67 Managing Users 67 Managing Groups 70 Normal Groups 71 Permission Groups 72 Role Groups 73 Record Access Groups 75 Assigning Permissions 76 Using The System Configuration Tree 76 Using The Set Up Security Wizard 94 Using The Set Up Property Security Wizard 101

9 Assigning Record Permissions 106 Using the Create Record Access Filter Wizard 106 Managing Record Access Filters 115 Using The Record Security Wizard 118 Assigning Permissions To Multiple Records 119 Assigning Permissions To One Record 122 Assigning Owner Permissions 124 Changing Ownership 126 Changing The Owner Of A Record 126 Changing Ownership Of Multiple Records 128 Changing Ownership Of Reports, Report Layouts and Report Styles 131 Security Reports 133 Chapter 7: Global Setup 135 Countries 135 Descriptions 136 Phone Descriptions 136 Chapter 8: Software Licensing Information 138 Concurrent User Licenses 138 Record Licenses 138 Index 139

10 Chapter 1: Overview The System Administration Guide will show you how to manage and set up your database s modules for your organization. You'll need to set up the following: "Setting Database Preferences" (See page 11) - Set up company information, data masks, sort type, logo and server settings. "Making A Data Property Required" (See page 25) - Set up any additional data properties or children that must have values entered in order for users to save a record. "Making A Data Property Auto-Increment" (See page 31) - Set up any data properties that you want to auto-increment when a user saves a new record. "Setting Database Default Values" (See page 33) - Set up any default values that automatically populate a data property on a form to speed up data entry. Sort Type - Set the default sort order for lists. "Hiding Unused Items" (See page 39) - If your agency is not using a certain data property or an entire list or transaction data object you can hide it. If an item is hidden it will no longer appear on the data-entry form, in the menu, as a filter/column select or in the Report Wizard. "Auditing" (See page 45) - Turn on auditing to track the history of events that occur in your database including database events, data object changes and data property changes. Then use the Audit Log Viewer to review those changes. "Managing Users" (See page 67) - Set up user access to ProviderPro. "Managing Groups" (See page 70) - Set up security groups and assign the groups to the appropriate users. "Security" (See page 67) - Assign permissions to the security groups to give its users the ability to view, save (add and modify) and delete records and view and change specific data properties of a record in a data object as well as run wizards and advanced reports

11 Chapter 2: Setting Database Preferences Go to Database Preferences to set up your company name, address, etc. for use in report layouts, styles and check/stub layouts. It's also where you set up server information so that users can reports and EFT stub layouts from ProviderPro. Viewing Database Preferences CONTEXT: Only users that have the Show System Administration Menu check box (found under Tools > Users) selected will have access to Database Preferences. Database Preferences will affect the Integrated Software Series. Database Preferences can be found under System Manager Subsidiary Groups in the Integrated Software Series. To set database preferences: TASK: 1. Choose Tools > Database Preferences. The Database Preferences form will open in a new window tab

12 Chapter 2 2. Complete the information on the Main tab as needed. Company Name* Federal ID* Address 1* Address 2* City* State* Zip Code* Phone 1* Phone 2* Report Name* Default Report Style Default Sort Type Logo Disable New Build The name of your company. Your company s Federal ID number, including the necessary dashes. The Federal ID number set here is used when you generate W-2s and 1099s. Your company s street address. A second street address for your company, if applicable. Your company s city. Your company s state. Your company s zip code. You company s main phone number. A secondary phone number for your company, if applicable. The name of your company as you want it to appear in report layouts, report styles and check layouts. The report style you want users to use by default when running the Report Wizard or viewing a listing. If a user sets a Default Report Style under User Preferences, it will override this setting. In addition, users can override the default set here and select a different style when using the Report Wizard. When running a report or listing for a list (has a Code and/or Description or Sort Name), this setting determines how the Report Wizard sorts the report results by default (either by Code or Description/Sort Name) unless the list (for example, Clients or Employees) itself has an override default Sort Type set in System Configuration -or- the report itself specifies a different sort order (that is it specifically specifies to use the code or description/sort name). If running a report or grouping a report on a lookup data property (the top-level, not the Code or Description/Sort Name of the lookup), the Report Wizard will group or sort the report results based on this setting as well, following the same rules for overriding the default sort type as listed above. Your company logo. Click the binoculars icon to browse for the logo on your computer. The logo will then appear in the standard report styles that include the logo or in any report styles you create that include the logo. If you do not want the New Version Installed message to

13 Chapter 2: Setting Database Preferences Notification Phone Number Data Mask Social Security Number Data Mask appear when users log in to ProviderPro (after a new version has been installed). The format to use when displaying phone numbers. Use 9 s to represent numbers and C s to represent letters. For example, this phone number (419) Opt uses this mask (999) CCCC The format to use when displaying Social Security Numbers, for example, Changes to the values in the starred (*) data properties will affect the Integrated Software Series. 3. Click the Setup tab

14 Chapter 2 4. Complete the following information so that users can send reports, support tickets and send EFT Stubs through . SMTP Server* Enter your mail server information. If: Solana (ASP users) hosts your software, then enter mail.solanapro.com. Your company has its own server as part of its LAN, then enter the DNS name of your mail server (for example, mail.yourcompany.com). SMTP User Name* SMTP Password* SMTP Port Use SSL If you company uses an Internet Service Provider (ISP) for services, then enter the server information (for example, mail.yourisp.com) provided by your ISP. If your mail server requires authentication to send messages, enter the user name for the SMTP server. If Solana hosts your software, this information is not required. If your mail server requires authentication to send messages, enter the password for the SMTP server. If Solana hosts your software, this information is not required. Enter the port number ProviderPro should use to connect to your mail server. Typically, this is either port 25 or port 587. If your mail server supports SSL and you want ProviderPro to use a secure connection to your mail server, select this check box. Changes to the values in the starred (*) data properties will affect the Integrated Software Series. 5. When finished, click Save on the toolbar to save your changes. TASK RESULTS: The database preferences are now in effect. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will be in effect for them. Sending A Test Message CONTEXT: You can send a test message to make sure that your settings are configured correctly so that users can support tickets to Solana. To send a test message:

15 Chapter 2: Setting Database Preferences TASK: 1. Choose Tools > Database Preferences. 2. From the Processes toolbar menu, select Send Test . The Send Test window will open in a pop-up. 3. Complete the following information: To Subject The address of the person you want to send the test message to. The subject of the test message. Attachment Click Browse to attach a document to the test . Body The message you want to appear in the body of the test message

16 Chapter 2 4. Click Send. A confirmation message window will appear. 5. Click OK to close the window. NEXT STEPS: Verify with the recipient that he or she received test message. If you not, check your setup and make sure your server allows relaying from a user workstation

17 Chapter 3: Viewing The Communications Log The Communications Log Viewer allows you to verify the status of any messages sent via ProviderPro. If you have Override Security permissions, you'll see all communications sent by all users, otherwise you'll only see the ones you sent. To review the status of sent communications: TASK: 1. Choose Tools > Communications Log Viewer. The Communications Log Viewer will open in a new window tab. 2. Select the appropriate filter(s), enter the desired value(s) and click Refresh on the toolbar. The communication log entries matching the selected criteria will appear in the grid. 3. Open the entry you want to view the status of. The communication log entry you selected will open in a new window tab

18 Chapter 3 4. Double-click the communication message in the grid to open it. The Communication Message will open in a pop-up window. 5. Click the Recipients tab. The status of the message for each recipient will appear in the status column in the grid. The status shows the response back from the SMTP server that was set up in Database Preferences. If the status is anything other that Sent Successfully, contact your administrator

19 Chapter 4: System Configuration Settings Data Properties have settings that can set at the database level to help customize your agency s implementation of ProviderPro to best meet your needs. These settings include make a data property require a value, setting a database default value, forcing a database default value, hiding unused data properties or data objects, and auto-incrementing a data property. In addition, you can set a default data-entry form and move items to the structure database so that it is available in multiple databases. System Configuration The System Configuration is found under the Tools menu. This is where you will set up auditing, assign security permissions to groups, set up required values, force database defaults and auto-increment data properties for your database. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration

20 Chapter 4 When you open System Configuration, you will see the System Configuration tree for the current database on the left. The System Configuration tree will show the modules your organization has licensed, organized by suite. You can select the module you want to configure from the Module list to bring that module to the top of the tree and hide the other modules. Each module is made up of five collections. Click on the + sign next to the collection to drill down to its (or expand and view) contents

21 Chapter 4: System Configuration Settings Data Objects - The data objects collection lists each data object in the module. Each data object is made up of six collections: Forms - the form for the data object. Each data object has a built-in standard form. In addition, Solana can create custom forms for your organization or you can create your own custom forms

22 Chapter 4 Properties - A list of the data properties for the data object. Children - This is a list of child (one-to-many and many-to-many) data objects for the data object. Each child data object has the same six collections as a data object, because it is just another data object! Report Layouts - A list of the standard and saved report layouts for the data object. The layouts saved by your users will appear in bold. Reports - A list of the standard and saved reports for the data object. The reports saved by your users will appear in bold. Constraints - A list of any constraints associated with the data object

23 Chapter 4: System Configuration Settings Advanced Reports - A list of the advanced reports for the module. Each advanced report has a Properties, Children, Report Layouts and a Reports collection. Wizard Reporting- A list of the results reports for the wizards of the module. Each wizard report has a Properties, Children, Report Layouts and a Reports collection. Defined Lists - The list of system-defined lists for the module

24 Chapter 4 Wizards - A list of the various wizards (or processes/utilities) of the module. In addition to the modules, the last item in the System Configuration tree is Report Styles. Report Styles contain a list of the standard and saved report styles for your database. Your agency or user-defined report styles will appear in bold text. As you highlight the collections and items in the tree, you will see different tabs and options appear on the right that apply to the selected item

25 Chapter 4: System Configuration Settings Making An Item Required ProviderPro defines some data properties as required. In addition to the system-defined required data properties, you can make any other data property require a value as well as make it required to create at least one child (one-tomany) record in order save a record. For example, you can make it required that all clients have at least one Placement child record. As a best practice, Solana has designated certain data properties as recommended required data properties. Using the Required Setup Wizard, an agency can make these recommended data properties as required as well. Making A Data Property Required CONTEXT: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration. To make a data property required: TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 2. Highlight the data property in the System Configuration tree

26 Chapter 4 3. Click the Options tab on the right and select the Custom Required check box. Users will be required to enter a value in the data property in order to save a record. If you no longer want this data property to be required, simply clear the Custom Required check box. You cannot make system-defined required data properties not required. TASK RESULTS: The custom required properties are now in effect. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will be in effect for them

27 Chapter 4: System Configuration Settings Making A One-To-Many Required CONTEXT: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration. You can make it required to create at least one child (one-to-many) record in order save a record. For example, you can make it required that all clients have at least one placement child record. To make a one-to-many required: TASK: 1. Choose Tools > System Configuration. System Configuration will open in a new window tab. 2. Highlight the one-to-many or child data object in the System Configuration tree. 3. Click the Options tab on the right and select the Custom Required check box. Users will be required to create at least one child (one-to-many) in order to save a record. If you no longer want this child to be required, simply clear the Custom Required check box. TASK RESULTS: The custom required one-to-many s are now in effect. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will be in effect for them

28 Chapter 4 Using The Set Up Required Properties Wizard CONTEXT: The Set Up Required Properties Wizard allows you to quickly make the data properties required (the Custom Required check box will be marked) that Solana recommends as a best practice. This wizard only makes the following data properties required. Runningthe wizard a second time, does not make them unrequired. If you want to make one of these data properties unrequired clear the Custom Required check box in System Configuration for each data property you do not want to require a value for. This wizard makes the following data properties require values: Module Data Object Data Property Accounts Receivable Customer Ship To Addresses Address 1, City, Description, State and Zip Code Accounts Receivable Options Discount Account Client Information Client Diagnosis Diagnosis Client Information Client Medical Providers Provider Type Client Information Client Medications Dosage, Frequency, Route, Start Date, Unit Client Information Client Placements Client Type Client Information Client Private Insurance Insurance Type Client Information Inventory Tracking Description Client Information Client Events Attendance Type and Site Client Information Client Notes Description Employee Requirements Classes Begin Time, End Time, Location and Instructor

29 Chapter 4: System Configuration Settings Module Data Object Data Property Employee Requirements Requirements Category Employee Requirements Supplemental Education Description General Ledger Accounts Bank Name Human Resources Applicant Education Education Level Human Resources COBRA Dependents Name and Relationship Human Resources Dependents First Name, Last Name and Relationship Human Resources Disciplinary Incidents Disciplinary Level and Disciplinary Reason Human Resources Employee Education Education Level Human Resources Employee Injuries Body Part Affected, Description Of Accident, HR Notification Date, Injury Type, Location Where Injury Occurred and Object Causing Injury Human Resources Evaluations Evaluator Human Resources Personal Contacts Relationship Human Resources Properties Date Incident Tracking Action Items Assigned Date and Due Date Incident Tracking Employees Involved Association Incident Tracking Notifications By Whom, Date/Time, Method and Who Incident Tracking Other Clients Involved Association Incident Tracking Other People Involved Association, First Name and Last Name To use the Set Up Required Properties wizard to turn on custom required for the Solana recommended data properties: TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab

30 Chapter 4 2. Highlight the module in the System Configuration tree, right click and select Set Up Required Properties. The Set Up Required Properties wizard will open in a pop-up window. 3. Select a specific module or All modules in database and click Set Up Required Properties. A progress message will appear as the wizard marks the Customer Required check box on the Options tab of the various data properties listed in the table above for the module(s) selected

31 Chapter 4: System Configuration Settings 4. Click Finish to exit the wizard. TASK RESULTS: The data properties will now require values in order to save a record. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will take effect for them. Making A Data Property Auto-Increment CONTEXT: You can make a numeric or text data property auto-increment. If you set a data property to auto-increment, when the user saves a new record that data property will automatically be assigned the next number in the sequence. For example, you can auto-increment the code of a client or an employee. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration. To make a data property auto increment: TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 2. Highlight the data property in the System Configuration tree

32 Chapter 4 3. Click the Options tab on the right. 4. In the Type list, select Assign Next. 5. Enter the number that you want ProviderPro to use as the beginning number in the Starting Number box. 6. Enter the number of the minimum length of auto-number in the Minimum Size box. 7. If you want users to be able to change the auto-assigned number, select the Editable check box. TASK RESULTS: The auto-increment settings are now in effect for this data property. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will be in effect for them

33 Chapter 4: System Configuration Settings Default Values Any data property can be set to have a default value to speed data entry for all users of the database. If a default value is set, that value will automatically appear in the data property when a user adds a new record. In addition, you can force a database default value for any data property. Forcing a default value prevent users from changing the value of a data property to something else. This can help with data consistency. Setting Database Default Values CONTEXT: You can set any data property to have a default value to speed data entry for all users of the database. If a default value is set, that value will automatically appear in the data property when a user adds a new record. For example, if the majority of your clients live in a particular state, you can make the client s state data property have a default value of that state. If a user default value has been set for the data property, the user default will override the database default. Users can also override any default value for a data property when entering data, as needed. Note: Only users that have the Override Security Settings check box selected (found under Tools > Users) or that belong to a security group that has Set Database Default security permissions for that data property will be able to set a database default value. To set a database default value: TASK: 1. Open a data object or record. 2. Enter a value in the data property. 3. Right-click on the label of the data property. The right-click menu will appear

34 Chapter 4 4. Click Set as Database Default. The value entered will be the default value for that data property. 5. To remove the database default value, click Clear Database Default from the right-click menu. The value will no longer be the default value for that data property. TASK RESULTS: The changes to the default values are now in effect. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will be in effect for them. Forcing Database Default Values CONTEXT: ProviderPro lets you force a database default value for any data property. This setting will prevent users from changing the value of a data property to something else. This helps with data consistency. For example, you might use this if you always want the Description for Pay Rate 1 to be Regular or for the Phone Description of Phone 1 to be Work. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration. To force a data property default value:

35 Chapter 4: System Configuration Settings TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 2. Highlight the data property in the System Configuration tree. 3. Click the Options tab on the right and select the Force Database Default check box. Users will not be able to change the value when they are entering data. Only users that have security permissions to Set Database Default will be able to set the default value or clear the default value for the data property. TASK RESULTS: Once a value is set to be the database default for this data property, users will not be able to change it (unless they have security permissions to Set Database Default for that data property). Setting Custom Formats For Codes CONTEXT: Agencies can force users when adding a new record to a code-based list to enter the code in a specified format, such as four letters followed by four numbers, by setting a custom format for it. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration. To mask a code:

36 Chapter 4 TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 2. Highlight the Code data property that you want to mask in the System Configuration tree. 3. Click the Options tab on the right and enter the format in the Custom Format box. Placeholder Definition # User must enter a digit (0 to 9) 9 User can enter a digit (0 to 9), but is not required to? User can enter a letter, but is not required to. A a User must enter a letter or digit. User can enter a letter or digit, but is not required to. > Converts all characters that follow to uppercase. You will need to use this if you are going to allow users to enter letters in codes as codes can only have uppercase letters in them. Users will be required to enter codes in the format and length entered. If you no longer want this code to be formatted, simply delete the Custom Format

37 Chapter 4: System Configuration Settings Overriding The Default Sort Type CONTEXT: When running a report or listing for a list data object or one the includes a lookup to the list, the Default Sort Type setting in Database Preferences determines how the report results are sorted or grouped by default: Code or Description/Sort Name. However, you can override this setting on a per list basis. For example, you can use the Database Preference setting to set the majority of your lists by Code and then use the override default sort setting so that Client and Employee reports sort by Sort Name by default instead. The user running the report always has the ability to specify a different sort order or grouping, which overrides both these settings. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration. To set the default sort order for a specific list: TASK: 1. Choose Tools > System Configuration. System Configuration will open in a new window tab. 2. Highlight the data object that you want to override the sort for in the System Configuration tree

38 Chapter 4 3. Click the Options tab on the right and select the desired default sort order from the Sort Type list: Default, Code or Description/Sort Name. If the Sort Type is set to Default, the Report Wizard will use the setting in Database Preferences as the default instead. Setting The Default Data-Entry Form CONTEXT: Each data object has a standard form that is automatically set as its default form. If you had Solana create a custom form for a data object or you have created your own custom form for a data object, you will need to set it as the default form for your database. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration. To set a default form: TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 2. Expand the data object you want to set the default form for in the System Configuration tree

39 Chapter 4: System Configuration Settings 3. Highlight the custom form in the Forms collection of the data object and click Set Default on the right. A green check mark will appear next to the default form. TASK RESULTS: The selected form is now the default form for the data object.when a user opens the form for this data object the selected default form will appear in a new window tab. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before this form will be the default for them. Hiding Unused Items If your agency is not using a certain data property or an entire list or transaction data object you can hide it from the users. If an item is hidden it will no longer appear on the data-entry form, in the menu, as a filter/column select or in the Report Wizard. Hiding Data Objects CONTEXT: Any data object (list, transaction, one-to-many or many-to-many) can be set to hidden if it is not being used

40 Chapter 4 Solana recommends that you hide any data objects that are deprecated. These data objects are for backwards compatibility with Version 3 for those customers who have not yet upgraded to ProviderPro Version 4. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration. To hide a data object: TASK: 1. Choose Tools > System Configuration. System Configuration will open in a new window tab. 2. Highlight the data object (main or child) in the System Configuration tree. 3. Click the Options tab on the right and select the Hidden check box. Users will no longer see this data object in the menu, filter selections, column selections or in the Report Wizard. If you want this data object to be visible again, simply clear the Hidden check box. TASK RESULTS: The data objects are now hidden. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will be in effect for them. Hiding Data Properties CONTEXT: Any data property can be set to hidden if it is not being used. If all the data properties on a tab or group box in a data-entry form are hidden, the tab and/or group box will disappear

41 Chapter 4: System Configuration Settings as well. Solana recommends that you hide any data properties that are deprecated. These data properties are for backwards compatibility with Version 3 for those customers who have not yet upgraded to ProviderPro Version 4. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to System Configuration. To hide a data property: TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 2. Highlight the data property in the System Configuration tree. 3. Click the Options tab on the right and select the Hidden check box. Users will no longer see this data property in data-entry forms, filter selections, column selections or the Report Wizard. If you to make this data property visible again, simply clear the Hidden check box. TASK RESULTS: The data properties are now hidden. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will be in effect for them. Copying Items To The Structure Database CONTEXT: Agencies that have multiple databases can create a report, report layout or report style

42 Chapter 4 for a data object in one database and then make it available to the other database(s). To do this, you must first copy the original item to the structure database. The original becomes the master copy. The master copy is the only one that can be modified or deleted. When the other databases are updated the copy from the structure database is copied to the other database. Users in these databases cannot modify or delete this copy. When the database with the master copy is updated, the master is not overwritten by the copy in the structure database. This allows you to make changes to the master copy and not lose those changes if you forget to copy the changed version back to the structure database. If you later want to change which copy is the Master version, you can do so later. This is useful, if for example, you want to create a report layout in a test database before you go live with ProviderPro Version 4. You can then copy the reports to the structure database and they will then be available in the live database when you update it. Then, once you go live and are no longer using the test database, you could make the copy in the live database the master. TASK: 1. Log in to the database that contains the item you want to share with another database(s). 2. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 3. Right-click the item you want to copy to the structure database in the System Configuration tree and select Copy to Structure DB. The word Master will appear in parenthesis next to the item

43 Chapter 4: System Configuration Settings 4. Log in to your agency's administration/structure database and update your other database(s). The item that you copied to the structure database will be copied to the other database(s). 5. Log in to one of the updated databases. 6. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 7. Navigate to the place in the system configuration tree where the original item appeared. The copy will appear in the system configuration tree. The words Master will not appear next to it and it cannot be modified or deleted. 8. If you need to make the copy the master, right-click the copy and select Make Master. The word Master will now appear in parenthesis next to the selected item. It is a Solana best-practice to then delete the original Master (in the other database) so that you do not have duplicate masters

44 Chapter 4 9. Once you have copied an item to the Structure database, if you no longer want the item to be copied to any of your other databases, you must delete it from the Structure database (and any of the working databases it has been copied to, if desired). 1. Log in to the Structure database. 2. Select Tools > System Configuration. 3. Select the item in the System Configuration tree, right-click and select Delete

45 Chapter 5: Auditing Auditing allows you to track and review the history of events that occur in the database at three levels: Database Auditing Tracks when a user logs in or out. Data Object Auditing Tracks that a change has occurred to a record. Data Property Auditing Tracks the old and new value of a data property. Note: Any changes made to the auditing or security settings of the database are automatically recorded in the Audit Log. You will set up auditing for your database, data objects and data properties using the System Configuration tree. By default auditing is not turned on for any item. Note: For those users familiar with the Integrated Software Series, it automatically tracked the last modified date and user of every record. In ProviderPro, you will need to turn auditing on for each data object in order to track this information. It is NOT turned on by default. ProviderPro keeps a running history of who made changes to a record and when. Any users that were logged in to ProviderPro while auditing changes were being made, will need to log out and back in before these changes will be in effect for them

46 Chapter 5 Once auditing is set up, you can use the Audit Log Viewer to review detailed information about the changes such as: The user that made the change. The type of change or event that occurred (Add, Change, Delete, Run Report, Execute a Wizard, Login, Failed Login, etc.) The old and new value of a changed data property, if applicable. Any notes entered in the Audit Comments box by the user when saving the record. The name of the report run, if applicable. The name of the wizard run, if applicable. The name of the user impersonating another user, if applicable. The name of the data object, the name of the data property and the record ID. The computer used to make the change. Auditing The Database CONTEXT: Database Auditing allows you to record when users log in and out of the database. To set up auditing for your database: TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab

47 Chapter 5: Auditing 2. Highlight Database at the top of the System Configuration tree. The Auditing tab will appear on the right. 3. Select or clear the auditing options, as needed. Login - track when a user logs in to ProviderPro successfully. Failed Login - track when someone attempts to log in to ProviderPro unsuccessfully. Logout - track when a user logs out of ProviderPro. Impersonated Login - track when a user logs in to ProviderPro impersonating another user. Failed Impersonated Login - track when someone tries to log in to ProviderPro impersonating another user, but fails because the user does not have the impersonate permission. Auditing Data Objects CONTEXT: At the data object level, you can track when changes have been made to a record, if a report has been run or if a record has been deleted. To set up auditing for a data object:

48 Chapter 5 TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 2. Highlight the data object you want to audit and click the Auditing tab on the right. You will see the list of available auditing options. 3. Select or clear the auditing options, as needed: Save - track when a user add a new record or modifies and saves an existing record. Delete - track when a user deletes a record. Run Report - track when a user runs a report on this data object. If you want to apply the same auditing options to all the data objects in the module, highlight the Data Objects collection instead, click the Auditing tab and make your selections, as above. If you want to apply similar auditing settings as in the Integrated Software Series, select the Save option only for each data object. Solana recommends as a best practice that you turn on Save and Delete auditing for all data objects

49 Chapter 5: Auditing Auditing A Data Property CONTEXT: At the data property level, you can track when a data property s value changes and record the new and old value. We recommend that you turn auditing on at the data property level for only those data properties that you really need to track. Note: The more data properties you audit, the longer it will take to save a record. To set up auditing for a data property: TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 2. Highlight the data property you want to audit and click the Auditing tab on the right

50 Chapter 5 3. Select or clear the Save check box, as needed. If you want to apply the same auditing options to all the data properties in the data object, highlight the Properties collection instead, click the Auditing tab and make your selection, as above. If you have already turned on auditing for data properties in the Properties collection, ProviderPro will ask you if you want to apply the changes to those data properties or not. Select the appropriate option as desired: Yes - to make the change to the data property listed. This message will continue to appear for each data property with auditing turned on. No - to leave the data property s setting as is. This message will continue to appear for each data property with auditing turned on. Yes to All - to apply the change to all the data properties with auditing turned on without prompting for each one

51 Chapter 5: Auditing No to All - to the leave the settings for all data properties with auditing turned on as is without prompting for each one. Using The Set Up Auditing Wizard CONTEXT: The Set up Auditing Wizard allows you to quickly turn the Solana-recommended auditing settings on for the selected module or the entire database (the Custom Required check box will be marked). Running the wizard a second time, does not turn auditing off. You will need to clear the auditing settings for each data object/data property individually. The wizard can turn on Save and Delete auditing on for all the data objects in the module/database. In addition this wizard can turn Save auditing on for these data properties: Module Data Object Data Property Accounts Payable Invoices AP Account, Post Date, Vendor ID Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Invoice Distributions Payments EFT Payment Distributions Options Vendors Account, Amount, Subaccount Void Status Accounts Voided Void Status Account Number, Account Type, Amount, DFI Account Column, Allow Approved Payments To Be Deleted, Allow Matchups To Be Deleted, Allow Not Approved Payments To Be Deleted, Allow Processed Payments To Be Deleted, Allow Voided Matchups To Be Deleted, Allow Voided Payments To Be Deleted, Amount Column, Backup Location, Card Number Column, Card Number To Ignore, Cost Center, Cost Center Column, Date Column, Default Extension, Default Import Location, Description Column, Discount Account, Payment EFT Stubs, Enforce Check Date, GL Account, Number Of Rows To Ignore, Primary Description Column, Subaccount, Transaction ID Column, Use Payment Approval Active, Address 1, Address 2, City, Code, Default 1099 Box, Default 1099 Form, Default AP Account, Default GL Account, Default GL Subaccount, Default Terms, Account Number, Account Type, DFI, Address 1, EFT Stub Type, Federal Tax ID, Full Name, Payment Type, Sort Name, State, Zip Code

52 Chapter 5 Module Data Object Data Property Payable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Payments Customers Invoices Invoice Distributions Invoice Items Options Point Of Sale Invoice Distributions Point Of Sale Invoice Line Item Distributions Point Of Sale Invoice Line Items Point Of Sale Invoices Post Sale Invoice Distributions Post Sale Invoices Tax Authorities Active, Address 1, Address 2. Calculate Finance Charges, City, Code, Credit Limit, Default AR Account, Default GL Account, Default GL Subaccount, Default Tax Authority, Default Terms, DFI, Account Number, Account Type, Address 1, 2 and 3, EFT Stub Status, Full Name, On Hold, Phone 1, 2 and 3, Sort Name, State, Zip Code AR Account, Customer, Date, Invoice Amount, Invoice Number and Tax Authority Account, Amount, Subaccount Active, Code, Default GL Account, Default GL Subaccount, Description 1, Description 2, Sales Account, Sales Subaccount, Taxable, Unit Code, Unit Of Measure, Unit Price Discount Account, Discount Sales Tax, Discount Subaccount, Finance Charge Rate, Finance Charges Account, Finance Charges Subaccount, Point Of Sale Invoice Number Type, Post Sale Invoice Number Type, Unapplied Account, Unapplied Subaccount Account, Amount, Subaccount Account, Amount, Subaccount Cost Extension, Invoice Item, Item Number, Quantity Ordered, Quantity Shipped, Sales Extension, Taxable, Unit Of Measure AR Account, Customer, Date, Invoice Amount, Invoice Layout, Invoice Number, Ship To, Tax Amount, Tax Authority, Terms Account, Amount, Subaccount AR Account, GL Post Date, Invoice Amount, Invoice Number, Tax Amount, Tax Authority Account, Active, Description, Subaccount, Tax Rate Percent

53 Chapter 5: Auditing Module Data Object Data Property Accounts Receivable Terms Discount Number, Discount Percent, Discount Type, Due Number, Due Type Billing Billing Codes Billing Code Identifier, Claim Type, Entry Type, Number of Clients From, Number of Client To, Number of Staff From, Number of Staff To, Rounding Method, Rounding Precision, Summary Claim Break In Service, Summary Claim Span, Unit Of Time Type, Use ADS Group To Find Global Billing Rate, Use Entry Staff Ratio To Find Global Billing Rate, Use Entry Client Ratio To Find Global Billing Rate, Use Global Billing Rates, Use ODDP Range To Find Global Billing Rate, Use Rate Category To Find Global Billing Rate Billing Billing Cost Centers GL Cost Center, Time PR Cost Center, Unit PR Cost Center Billing Billing Sites Ohio DRA/MSS Type, Ohio DRA/MSS File Versions Billing Billing Billing Billing Billing Billing Billing Client Contract Details Client Contracts Contract Codes Contract Detail Limits Data Entry Translation Destinations Data Entry Translation Second Transaction Rules Data Entry Translations Contract Code, Ohio ADS Group, Ohio Behavior Add-On, Ohio Billing County, Ohio Converted Facility Add-On, Ohio Medical Add- On, Ohio ODDP Range, Ohio Usual Customary Rate, Place of Service, Prior Authorization Number, Status, X12 Rendering Provider Prior Authorization Number, Status First Day of Week, Funding Source Billing Service Type, Include In Patient Liability Distribution, UCR Type, Use Entry Billing Code To Find Billing Code, Use Entry Client Ratio To Find Billing Code, Use Entry Staff Ratio To Find Billing Code, Use Global Limits Begin Date, Dollar Limit, End Date, Limit Type, Unit Limit Destination Per Diem Entry Service Type, Destination Time Entry Service Type, Destination Unit Entry Service Type Destination Per Diem Entry Service Type, Destination Unit Entry Service Type, Formula, Results From, Results To Active, Code, Description, Employee, Second Transaction Grouping, Second Transaction Type, Source Per Diem Entry Service Type, Source Time Entry Service Type, Source Type, Source Unit Entry Service Type

54 Chapter 5 Module Data Object Data Property Billing Billing Billing Funding Source Billing Service Types Funding Sources Global Billing Rates Billing Cost Center Type, Default Balance Sheet Account, Default Income Statement Account, X12 Attending Physician, X12 Operating Physician, X12 Rendering Provider, X12 Service Line Provider Taxonomy Code, X12 Service Line Rendering Provider ID Code Qualifier, X12 Service Line Rendering Provider Secondary ID Qualifier Create Billing Accrual, Electronic File Type, File Version, Original Billed Claims Accrual Days, Resubmit Billed Claims Accrual Days, Unbilled Claims Accrual Days ADS Group, Begin Date, Billing Code, Client Ratio, End Date, ODDP Range, Rate, Rate Category, Staff Ratio Billing Global Limit Begin Date, Contract Code, Dollar Limit, End Date, Limit Type, Unit Limit Billing Options Ohio DRA/MSS Per Diem Service Type Client Banking Client Banking Client Banking Client Information Day Services Day Services Bank Transaction Types Client Banking Accounts Client Banking Groups Clients Client Pay Rates Hourly Project Entries Active, Description, EFT Company Entry Description, EFT Company Name, Receive Description Spend Description, Pay To and Receive From Active, Description, Interest Reference Number, Liability Account and Money Account Active, Code, Description Active, Address 1, Address 2, Audio Consent, Bank Transaction ID, Bank Transaction Type, Birth Date, Burial Arrangements, City, Clothing Removal, Code, Consents, DNR Type, DNR Date Signed, Do Not Allocate Interest, Employee Number, Facility POA, First Name, Initial Review Dates, IP Review Dates, Last Name, Medicaid Number, Medicare Number, Medication Active Ingredient, Medication Consent, Medication Dosage, Medication Frequency, Medication Route, Medicate Start Date, Medication Stop Date, Medication Trade Name, Medication Unit, Placement Default For Client Suites Residential, Placement Default For Client Suite Vocational, Possession Removal, SSN, State, Use In Client Billing, Visitation Authorizations, Visitation Restrictions, Visual Consent and Zip Code Pay Level and Rate Service Type, Billing Time Service Type, Billing Unit Service Type

55 Chapter 5: Auditing Module Data Object Data Property Day Services Day Services Day Services Day Services Day Services Day Services Hourly Project Types Non-Work Activity Entries Non-Work Activity Types Piece Rate Entries Piece Rate Steps Project Percentages Cost Center, Effective Values Value, Job Title, Option 1 and 2 Billable Merge Types, Option 1 and 2 Billable Service Types, Option 1 and 2 Non-Billable Merge Types, Option 1 and 2 Non-Billable Service Types, Option 2 Hourly Rate Minimum, Rate Type and Wage Type Service Type, Billing Time Service Type, Billing Unit Service Type Billable Merge Type, Billable Service Type, Non-Billable Merge Type and Non-Billable Service Type Service Type, Billing Time Service Type, Billing Unit Service Type Bid Rate, Cost Center, Effective Values Value, Job Title, Option 1 and 2 Billable Merge Types, Option 1 and 2 Billable Service Types, Option 1 and 2 Non-Billable Merge Types, Option 1 and 2 Non- Billable Service Types, Option 2 Hourly Rate Minimum, and Wage Type Value Day Services Wizards Merge To Client Billing, Merge To Payroll and Roll Back Merge To Billing Employee Requirements Employee Requirements General Ledger Position Requirements Requirement Requirements Category and Credit Hours Accounts Account Number, Account Tag 1-6, Active, AP Check Layout, AP EFT Stub Layout, Cash Tie-Out Type, Check for Duplicate Check Numbers, Company Identification, Company Name, Create Addenda, Create Offset Transaction, Description, EFT Account Number, EFT Account Type, EFT Company Identification, EFT Company Name, EFT Create Offset Transaction, EFT DFI Number, EFT Discretionary Data, EFT Entry Class,EFT Entry Description, EFT File Name, EFT File Path, EFT Footer,EFT Header, EFT Immediate Destination Name, EFT Immediate Destination Number, EFT Immediate Origin Name, EFT Immediate Origin Number, EFT Include Module And Time Stamp In File Name, EFT Next Batch Number, EFT Offset Account Number, EFT Offset DFI, EFT Offset Entry Type, EFT Originating DFI, EFT Reference Code, GL Check

56 Chapter 5 Module Data Object Data Property General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger Account Tags 1-6 Budget Amounts Budget Subaccount Amounts Cost Centers Cost Center Tags 1-10 Fiscal Periods Fiscal Years General Journal Entries General Journal Entry Distributions Intercompany Links Money Addresses Options Layout, GL EFT Stub Layout, P/L Rollup, Payment Signature, PR Agency Check Layout, PR Agency EFT Stub Layout, PR Employee Check Layout, PR Employee EFT Stub Layout, Subaccount Category, Subaccount Filter, Transaction Import Amount Column, Transaction Import BAI Column, Transaction Import Date Column, Transaction Import Detail Column, Transaction Import Ref Number Column, W- 2 Code, W-2 Type Active, Code, Description Account, Account Code, Amount, Fiscal Period, Fiscal Year, Tag 1-10 Account, Account Code, Amount, Fiscal Period, Fiscal Year, Subaccount, Subaccount Code, Tag 1-6 Active, Code and Cost Center Tags 1-10, Description, ID Number, Sort Description Active, Code, Description Accounts Payable Open, Accounts Receivable Open, Begin Date, Billing Open, End Date, Fiscal Period, Fiscal Year, General Journal Open, General Ledger Money Transactions Open, Payroll Open Active, Description Date, Journal Entry Type, Reversal Journal Entry ID Account, Credit Amount, Debit Amount, Subaccount Active, Description, Division, Primary Division Account, Subsidiary Division Account Active, Address 1 and 2, City, Code, Default GL Account, Default GL Subaccount, EFT Account DFI, EFT Account Number, EFT Account Type, Address 1-3,Full Name, Payment Type, Phone 1-3, Sort Name, State, Subaccount, Zip Code Account Tag Captions 1-6, Allow Approved Spends and Transfers to be Deleted, Allow Manual Spends & Transfers To Be Deleted,

57 Chapter 5: Auditing Module Data Object Data Property General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger Incident Tracking Incident Tracking Incident Tracking Payroll Payroll Receives Receive Distributions Spends Spend Distributions Spend EFT Distributions Subaccount Category Security Subaccount Filters Transfers Transfer EFT Distributions Classification Levels Classifications Incidents Allocation Types Consecutive Days Overtime Rules Allow Processed Spends and Transfers to be Deleted, Allow Receives to be Deleted, Allow Unapproved Spends and Transfers to be Deleted, Allow Voided GL Money Transactions to be Deleted, Cost Center Tag Caption 1-10, Payment EFT Stubs, Enforce Account/Cost Center Exclusions, Use Payment Approval Account, Date, Money Transaction Amount, Name Account, Amount, Subaccount Account, Date, Money Transaction Amount, Name, Payment Type Account, Amount, Subaccount Account Number, Account Type, Amount, DFI Change All Records, Change Security, Delete All Records, Read All Records, Change, Read, Set Database Default, Security Group Active, Description, Filter, Subaccount Category Account, Date, Money Account From, Money Account To, Money Transaction Amount, Name, Transfer Type Account Number, Account Type, Amount, DFI Active, Code and Description Active, Code, Description and Level All Approved By s, All Approved By Dates, All Completed By s, All Completed By Dates, Classification and Classification Level Account, Active, Description Factor, Hours, Order, Overtime Type

58 Chapter 5 Module Data Object Data Property Payroll Payroll Payroll Payroll Payroll Daily Overtime Rules Deduction Remittance Adjustments Deduction Type Breakouts Deduction Types Disposable Income Calculation Types Factor, Hours, Order, Overtime Type Agency Payment ID, Amount, Deduction Type Breakout, Paid, Payroll Group Active, Allow Individual Employee, Amounts, Code, Current Number, Deduction Calculation Type, Deduction Type, Description, Effective Date, Monthly Maximum, Override Deduction Suppression, Quarterly Maximum, Total Monthly Cost, Yearly Maximum, GL Account, Withholding Agency, W-2 Code and W-2 Deduction Type Active, Category, GL Account, Remittance Frequency, W-2 Code, W-2 Type, Withholding Agency, Active, Description Payroll Employee Address 1, Address 2, City, Code, Deduction Active, Deduction Current Deduction, Deduction Garnishment Type, Deduction Override Amount, Deduction Override Date, Default Cost Center, Director, EIN Group, 1-3, Exempt, Exempt Change Date, Federal Tax EIC Status, Federal Tax Exemptions, Federal Tax Options Type, Federal Tax Options Value, Federal Tax Percentage, Federal Tax Status, First Name, Group, Hire Date, Home City Tax, Last Name, Manager, Marital Status, Override Work City Tax, Override SUTA Tax, Override FUTA Tax, Override Workers Comp, Overtime Type, Pay Rates 1-8, Payroll Group, Rehire Dates 1-3, Remittance Account Number, Remittance Amount, Remittance Payment Type, Remittance Routing Number, SSN, Special Tax Active, Special Tax Code, State, State Tax Exemptions, State Tax Options Type, State Tax Options Value, State Tax Percentage, State, Tax Status, Termination Dates 1-3, Use In Client Billing/Day Services, Work Status and Zip Code Payroll Payroll Employee EFTs Employee Job Titles Account Number, Account Type, Amount, DFI, Employee, Sequence Employee, Job Title, Primary Job Title Payroll Employee Employee, PTO Group

59 Chapter 5: Auditing Module Data Object Data Property Payroll Payroll Payroll Payroll Payroll PTO Groups Employee Usual Weekly Scheduled Hours Employee Wage Defaults Job Title Account Code Overrides Job Title Allocation Account Code Overrides Job Title Allocation Account Codes Effective date, Employee, Number of Hours Base Pay Rate, Cost Center, Employee, Hours/Amount, Job Title, Wage Type Account Code, Account Code Type, Job Title, Tax, Wage Type Account Code, Allocation Type, Job Title, Tax, Wage Type Account Code, Account Code Type, Job Title Payroll Job Titles Active, Code, Description, EEOC Code, Employer Contribution Match Account, Employer Other Account Code, FUTA Account Code, Grade Level, Medicare Account Code, PTO Accrual Code, Social Security Account Code, SUTA Account Code, Wages Accrual Account Code, Workers Compensation Account Code, Workers Compensation Account Payroll Non-Payroll Compensation Entries Date, Employee, Medicare Withholding, Social Security Withholding, Taxable Wages, Type Payroll Options Accrued Expense Account, Accrued PTO Account, Accrued Wage Account Payroll Payroll Overtime Types Paid Time Off Entries Active, Code, Description Date, Description, Employee, Hours, Wage Type Payroll Pay Periods Active, Active Pay Run, Description, Begin Date, End Date, Number, Payment Date, Payroll Group, Payroll Year Payroll Pay Runs Active, Description, No Deductions, No Direct Deposits, Use Begin and End Times

60 Chapter 5 Module Data Object Data Property Payroll Payroll Payroll Payroll Payroll Cost Centers Payroll Groups Tax Deduction Setup Tax Remittance Adjustments Account Prefix, Account Suffix, City Tax, County Tax, GL Cost Center, Group 1, Group 2, Group 3, Indirect City Tax, Other Tax, School Tax, State Tax and SUTA Tax First Day of Week, Frequency, Offset Account, Overtime Allocation Type, Use Wages Calculator, Wages Entry Type, Employee Money Account, Pay Period Agency Money Account Deduction Breakout, Tax, Tax Deduction Type Agency Payment ID, Amount, Paid, Payroll Group, Tax Payroll Taxes Calculation Type, Calculation Value, City Tax Location, County Tax Location, EIN Group Accounts, Exemption Amount, GL Account, Identification Number, Minimum Tax Percent, Non-Resident Tax Percent, Pre-Tax Deduction Type Codes, Other Tax Location, Remittance Frequency, Resident Tax Percent, School Tax Location, Tax Category, W-2 Code, W-2 Type, Wages Ceiling Withholding Agency and Withholding Table Payroll Payroll Payroll Payroll Taxes To Deduct Wage Calculator Actions Wage Calculator Replacements Wage Calculator Timeframes Disposable Income Calculation Type, Tax Active, Description, Order, Replacement, Timeframe Active, Cost Center, Description, Filter, Job Title, Pay Level, Wage Type Active. Begin Date/Time, Begin Day Of Week, Begin Time, Description, End Date/Time, End Day Of Week, End Time, Type Payroll Wage Types Formula, Force Pay Level, Hours Type, OT Wage Type and Type Payroll System Administration Withholding Agencies Users-Groups Active, Address 1, Address 2, City, State, Zip Code, Phone 1, Code, Full Name, Sort Name, Payment Type, Account DFI, Account Number, Account Type, Addenda Type, Special Stub User, Group To use the Set Up Auditing wizard to turn on the Solana best practice auditing settings:

61 Chapter 5: Auditing TASK: 1. Choose Tools > System Configuration. The System Configuration form will open in a new window tab. 2. Highlight the module in the System Configuration tree, right click and select Set Up Auditing. The Set Up Auditing wizard will open in a pop-up window. 3. Select a specific module or All modules in database. 4. Next select one or more of the auditing settings you want the wizard to set up and click Set up Auditing: Audit Save On All Data Objects Audit Delete On All Data Objects Set Up Data Property Auditing based on Solana Best Practices A progress message will appear as the wizard sets up auditing based on your selections

62 Chapter 5 5. Click Finish to exit the wizard. Auditing has been turned on. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will take effect for them. Viewing The Audit Log CONTEXT: Once you have set up auditing for your database, data objects or data properties, you will use the Audit Log Viewer to review the change history. You can access the Audit Log Viewer from the data object s form or from the Tools menu. To review the audit history for the database, you must access it from the Tools menu. For details on accessing the Audit Log Viewer from the data object s form, refer to the The Basics Guide. To review the audit history: TASK: 1. Choose Tools > Audit Log Viewer. The Audit Log Viewer will open in a new window tab

63 Chapter 5: Auditing 2. Select the appropriate filter(s), enter the desired value(s) and click Refresh on the toolbar. The audit history matching the selected criteria will appear in the grid. If there are more than 10,000 items that match, only the first 10,000 items will appear in the grid. The status bar will indicate the actual number of matches. Migrating Auditing Information CONTEXT: If you want to move your Version 3 auditing information (Last Modified and Last Modified User) to the ProviderPro Audit Log, you can do so using the Migrate Auditing utility. If Solana hosts your software, submit a support request for information on migrating your Version 3 auditing information. Here s how:

64 Chapter 5 TASK: 1. Log in to your administration database. 2. Choose Tools > Database Administration > Wizards > Migrate Auditing The Migrate Auditing wizard will open in a pop-up window. 3. Select your database from the Database to Migrate list. 4. Select the data objects for the records that you want to migrate auditing information for and click Migrate Auditing. A progress bar will appear and the last modified date and last modified user of the selected data objects records will move to the ProviderPro Audit Log

65 Chapter 5: Auditing 5. Click Finish to exit the wizard. Do not run this utility more than one time on the same data object. Otherwise, you will have duplicate information in the audit log. Auditing Reports ProviderPro has several special reports related to auditing setup. To run these reports launch the Report Wizard from the System Administration Navigation Pane or the Tools

66 Chapter 5 menu. The table below describes the built-in reports available. Report Auditing Setup For Data Objects Auditing Setup for Data Properties Auditing Setup for Wizards Contains This Information The name of the data object and the auditing settings associated with it grouped by module, The name of the data object and the auditing settings associated with it as well as its data properties and the auditing settings associated with them grouped by module. The name of the wizard and the auditing settings associated with it grouped by module. For information on running reports or creating your own reports, refer to The Report Wizard Guide available by logging in to our support website

67 Chapter 6: Security By setting up security in ProviderPro, agencies have the ability to give users access to the things they need and limit them from seeing things they shouldn t. Security allows an agency to define which: Lists and transactions (data objects) users can add to Records of a list or transaction users can view (read), modify (change) and/or delete. These permissions can vary from one record to the next. Pieces of information (data properties) in a record users can view (read) and/or modify (change). These permissions can vary from one record to the next Wizards users can run (execute) Advanced reports users can run (read) Security is administered through the use of security groups. Permissions are assigned to security groups and security groups are assigned to users. The user access to ProviderPro is determined by the security groups to which the user belongs. You have the ability to make your security as open or as restrictive as necessary for your organization s requirements. The security groups grant access to the users; they do not take away access. If a user does not belong to a group that has a particular permission, he or she will not have access to it. By default users have access to nothing in ProviderPro until they have been assigned to a security group (unless the user has been given Override Security rights). Security worksheets are from your implementation specialist to help your agency develop a security plan. Additionally, Solana will work directly with each agency to develop and implement the security plan initially and then will train the agency on how to maintain their security settings ongoing. Managing Users CONTEXT: Each organization will maintain its own list of users that have access to ProviderPro. You can add as many users as desired, however, only the number of concurrent users that your organization has licensed will be permitted to log in to ProviderPro at the same time for modules that are licensed by concurrent user. Client Information and Incident Tracking are licensed by the number of active Client records are in the database. Therefore, if a user belongs to security permissions that only grant access to Client Information or Incident Tracking, the user will not be counted toward the concurrent user license. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to the Users form

68 Chapter 6 Note: Any changes made to a user s settings in ProviderPro will affect his or her access to the Integrated Software Series. To create a user: TASK: 1. Choose Tools > Users. The User form will open in a new window tab. 2. Click Add to create a new user or enter the user name in the Toolbar Lookup ( ) and press Enter to view or modify an existing one

69 Chapter 6: Security 3. Complete the following information as required: Full Name* User Name* Password* Address Active Cannot Change Password Override Security Settings* Show System Administration Menu Allowed To Impersonate* Allowed To Change Ownership The user s first and last name (up to 40 characters). This is the name that will appear in reports (if included in the report layout or report style) and in the status bar (if auditing is turned on). The user name the user will use to log in to ProviderPro. This will appear in all capital letters. The user name must be unique and can be up to 40 characters long. It cannot contain spaces or special characters. The case-sensitive password the user will use to log in to the ProviderPro. The password can contain upper-, lower-case, numbers and special characters. ProviderPro does not impose any restrictions on passwords (such as requiring it to be a certain length, etc.) The user s address (up to 255 characters). The address will automatically fill in when sending a support request to Solana through ProviderPro. If the user is an active user of ProviderPro. If this check box is not marked, the user will not be able to log in to ProviderPro. If the user should not be allowed to change his or her assigned password through the User Preferences form. If the user should have access to all data objects, records, data properties, wizards and advanced reports in ProviderPro and can perform any action. If you select Override Security Settings, you do not need to assign this user to a group. If the user can access the commands under the Tools menu related to System Administration (Database Preferences, Audit Log Viewer, Users, Groups, System Configuration, etc.). Normally, only one or two users/system administrators have this type of access. If the user should have the ability to log in to ProviderPro as another user without knowing the other user s password. This is normally reserved for system administrator s. Any information that is modified while impersonating another user will look as if the impersonated user made them. If the user should have the ability to change the owner of a record or report/report layout. Changes to the values in the starred (*) data properties will affect the Integrated Software Series

70 Chapter 6 4. Select (or remove) the security groups to (or from) the user. Only groups that have a type of Normal, Role or Record Access will appear in the many-to-many selector. Note: If the user is also using the Integrated Software Series, modifying, deleting or removing a group from the user will affect the user s permissions in Integrated Software Series! 5. When finished, click Save. TASK RESULTS: The changes to the user are now in effect. If the user was logged in to ProviderPro while these changes were being made, he or she will need to log out and back in before these changes will take effect for him or her. Managing Groups CONTEXT: Groups are used to set up security within ProviderPro. There are four types of groups: Normal - Both data object/data property/wizard and record level access permissions are assigned to groups that have type of Normal via System Configuration and the Record Security Wizard. Permission - A permission group is used to assign data object, data property, advanced reports and wizard permissions only. Permission groups are assigned permissions via System Configuration. Role - A Role group that is made up of one or more Permission groups. Role groups cannot have permissions assigned directly assigned them. Role groups are assigned to Users or associated with a Record Access Group

71 Chapter 6: Security Record Access - A Record Access group has one Role group associated with it that grants the group permissions to the records of the data object associated with it based on the filters set up for it in a Record Access filter. In addition to the various groups that you create for your organization there are the special groups called the Owner group and the Everyone group. These groups cannot be deleted. Every user is automatically assigned to both of these groups.the Owner group allows you to restrict users to viewing, changing or deleting only the records that they created/own. The Everyone group is used internally within ProviderPro to grant all users permissions to common items such as user preferences. Note: Only users that have the Show System Administration Menu check box selected (found under Tools > Users) will have access to the Groups form. Note: All the groups that appear in Integrated Software Series will also appear in ProviderPro. Except for the names and the users belonging to the groups, security in ProviderPro is independent from Integrated Software Series. The Integrated Software Series permissions are separate from the ProviderPro permissions associated with the group. Removing a user to, adding a user to or deleting an existing group will affect those users access in both the Integrated Software Series and ProviderPro. Normal Groups CONTEXT: Security Groups that have a type of Normal are backward compatible with Version 3. Both users and permissions can be associated with Normal groups. Permissions are assigned to Normal groups via System Configuration and the Setup Security Wizard. To create a Normal group: TASK: 1. Choose Tools > Groups. The Group form will open in a new window tab. 2. Enter a unique name or description for the group

72 Chapter 6 3. Select Normal from the Type list. 4. Select (or remove) users to (or from) the Normal group. The users in this group will have the permissions assigned to this Normal group. Any users that are logged in to ProviderPro while security changes were being made, will need to log out and back in before the changes will take effect for them. 5. When finished, click Save. Permission Groups CONTEXT: A security group that has a type of Permission is used to set up permissions for data objects, data properties, wizards and advanced reports. Permissions are assigned to Permission groups via System Configuration, the Record Security Setup Wizard, the Setup List Security Wizard and/or the Reference List Security Wizard. Multiple Permission groups can then be assigned to a Role group, which can either be assigned directly to a user or associated with a Record Access group (that is then assigned to a user). The users that are assigned to either the Role group or the Record Access group will have the rights associated with the Permission group(s) for the associated records. If Record Access groups are being used, the record-level permissions will be based on the rights set up through a Record Access Filter. Users and record-level security permissions are not associated with Permission groups. To create a Permission group:

73 Chapter 6: Security TASK: 1. Choose Tools > Groups. The Group form will open in a new window tab. 2. Enter a unique name or description for the group. 3. Select Permission from the Type list. Role Groups 4. When finished, click Save. CONTEXT: Security groups that have a type of Role are used to group multiple Permission groups together. The Role group can then be assigned directly to a user or associated with a Record Access group (that is then assigned to a user). The users that are assigned to either the Role group or the Record Access group will have the rights associated with the Permission group(s) that are part of the Role group for the associated records. If Record Access groups are being used, the record-level permissions will be based on the rights set up through a Record Access Filter. Permissions are not assigned directly to Role groups. To create a Role Group: TASK: 1. Choose Tools > Groups. The Group form will open in a new window tab. 2. Enter a unique name or description for the group

74 Chapter 6 3. Select Role from the Type list. 4. Select (or remove) users to (or from) the Role group. The users in this group will have the permissions assigned to the Permission groups assigned to this Role group. Any users that are logged in to ProviderPro while security changes were being made, will need to log out and back in before the changes will take effect for them. 5. Click the Permission Groups tab

75 Chapter 6: Security 6. Select (or remove) the Permission groups to (or from) the Role group. Only groups that have a type of Permission will appear in the many-to-many selector. 7. When finished, click Save. Record Access Groups CONTEXT: Security groups that have a type of Record Access are used to set up record level permissions. Record Access group allow users to have different permissions for different sets of records. For example, the group may have to ability to read the client records in the day service program, but change the client records in the residential program. The Record Access group has one Role group associated with it that grants the data property, child data object and transaction data object permissions to it. The permissions the Record Access group has to the individual records are then defined via a Record Access Filter. Finally, the Record Access group is assigned to a user. The users that are assigned to the Record Access group will have the rights assigned to the Permission group(s) that are part of the Role group for the associated records based on the rights set up through a Record Access Filter. Permissions are not assigned directly to Role groups. To create a Record Access group: TASK: 1. Choose Tools > Groups. The Group form will open in a new window tab. 2. Enter a unique name or description for the group. 3. Select Record Access from the Type list

76 Chapter 6 4. Select the associated Role Group from the Role Group lookup. 5. Select (or remove) users to (or from) the Record Access group. The users in this group will have the permissions assigned to the Permission groups assigned to the selected Role group for the records defined in the Record Access Filter associated with this Record Access group. Any users that are logged in to ProviderPro while security changes were being made, will need to log out and back in before the changes will take effect for them. 6. When finished, click Save. Assigning Permissions CONTEXT: You will assign permissions to groups that have a type of either Normal or Permission to a module s data objects, data properties and wizards of ProviderPro through either System Configuration or the Set Up Security Wizard and Setup Property Wizard. Using The System Configuration Tree CONTEXT: Permissions can be assigned to Permission and Normal groups via the System Configuration tree. The item or node that is selected in the System Configuration tree will determine the data objects, data properties, wizards, etc. that the permissions will apply

77 Chapter 6: Security to. Permissions for data objects, data properties, wizards and advanced reports can be set from the: Module Collection - The permissions selected will apply to all data objects (including children), wizards, advanced reports and data properties that are set to inherit (the default setting) in the module. If a data property is not inheriting, you will be prompted to apply the setting to that data property or not. This is the easiest way to assign permissions to group that has full access to an entire module

78 Chapter 6 Data Objects Collection - The permissions selected will apply to all the data objects (including children) and data properties that are set to inherit (the default setting) in the module. If a data property is not inheriting, you will be prompted to apply the setting to that data property or not. This may be useful if you want a group to have the same permissions to all of the module s data objects, but different permissions to its wizards and/or advanced reports

79 Chapter 6: Security A Specific Data Object - The permissions will only apply to the data objected selected and its data properties that are set to inherit (the default setting) in the module. If a data property is not inheriting, you will be prompted to apply the setting to that data property or not. The permissions will not apply to the data object s children. You must set up the permissions for a data object s child data objects separately. Setting up permissions for a specific data object may be useful if you want a group to be able to add and modify transactions in a module such as Incidents or Classes, but you do not want the users to be able to modify the related setup lists

80 Chapter 6 Children Collection - If a data object has child data objects (one-to-many s) and reference lists (many-to-many s) beneath it and you have not set security permissions at either the module collection or data objects collection level, then the permissions to the child data objects must be set separately (if the group should have access to them). If you set the permissions from the Children collection the permissions selected will apply to all the child data objects (including their children) and the child data objects data properties that are set to inherit from the data object. If a data property is not inheriting, you will be prompted to apply the setting to that data property or not. This allows the child data objects to have different permissions than its parent. For example, if a normal or permission group can change client records, but does not have permissions to add client records, you may still want the group to be able to add new child records to the client. In this case, the group would need Add permission for the child. If not, this group would not be able to add new personal contacts or add allergies, etc. to the client record

81 Chapter 6: Security A Specific Child Data Object - The permissions will only apply to the child data objected selected and any of its data properties that are set to inherit. If a data property is not inheriting, you will be prompted to apply the setting to that data property or not. If the child data object has child data objects (for example, Notification is a child of Personal Contacts, which in turn is a child of Clients), you must set the permissions of its children separately. Setting permissions up for a specific child is useful if the group can have access to some children, but not others

82 Chapter 6 A Specific Data Property - The permissions for a data object/record and its data properties work together. In order to view a record, a group has to have permissions to read the record. In addition, the group also needs to have permissions to read all or designated data properties that are part of that data object. By default data properties inherit their security settings from their data objects. If you want to set a specific data property to have different permissions than its parent, you can turn inheritance off and set up its security settings. The permissions will only apply to the data property selected. For example, you can allow the group s users to view all client records and all data properties within the record, except the Social Security Number data property. In this case, all the data properties would inherit their permissions from the Client data object, but the Social Security Number data property would not. Instead each group would be set up to have the appropriate permissions to the Social Security Number

83 Chapter 6: Security Properties Collection - Once you have inheritance turned off, if you later want to change the permissions of all the data properties that do not inherit its permissions for its data object, select the Properties collection. The permissions will apply to all the data properties of the data object that are NOT set to inherit its permissions from its data object. You will be prompted to apply the change to each of the noninheriting data properties. This is useful if you need to change the permissions for all the data properties that do not inherit at the same time

84 Chapter 6 Wizards Collection - The permissions will apply to all the wizards in the module. This is useful if the group should be able to run all of the wizards in the module, but cannot view or modify some of its data objects. A Specific Wizard - The permissions will only apply to the selected wizard. This is use if the group can run some of the modules wizards, but not all of them

85 Chapter 6: Security Advanced Reports Collection - Some modules have an Advanced Reports collection that lists the module s special reporting items, such as the Day Services Productivity Report, Employee Requirements Requirement Status Report or General Ledger financial reports. These reporting items are not associated with a specific data object and contain specialecial calculations or business rules. If you assign permissions from the Advanced Reports Collection, the group will be able to run all the advanced reports. Even if the group has permissions to run an advanced report, the security permissions of the other groups to which the user belongs will govern the results of the report. For example, if the user does not have permissions to view a particular employee or employee pay rates, this information will not appear in the report even if the user has permissions to run the report

86 Chapter 6 A Specific Advanced Report - The permissions will only apply to the report selected. To manage the permissions assigned to a normal or permission group via System Configuration: TASK: 1. Choose Tools > System Configuration. System Configuration will open in a new window tab

87 Chapter 6: Security 2. Highlight the appropriate collection, data object, data property, wizard or advanced report in the System Configuration tree and click the Security tab on the right. 3. Select a group from the drop-down list and click Add. Only groups that have a type of either Normal or Permission will appear in the list. Once the group has been added it will no longer appear in the drop-down list

88 Chapter 6 4. Highlight the group in the grid above and select (or clear) the appropriate permissions, as needed. If the check box looks like this, then at least one item in the tree beneath the highlighted one (but not all) has that permission selected

89 Chapter 6: Security If you selected: The Module Collection These permissions will be available: Add - Create new records for all the data objects. Read All Records* - View all the records of all the data objects. Change All Records* - Modify all the records of all the data objects. Delete All Records* - Delete all the records of all the data objects. Change Security - Grant or revoke security permissions to the records of all the data objects. Read** - View the values of those data properties set to inherit. Change - Modify or delete the values of those data properties set to inherit. Set Database Default - Set default values for all the users of the database for those data properties set to inherit. Execute - Run any wizard in the module. Data Objects Collection Add - Create new records in all the data objects. Read All Records* - View all the records of all the data objects. Change All Records* - Modify all the records in all the data objects. Delete All Records* - Delete all the records of all the data objects. Change Security - Grant or revoke security permissions to all the records of all the data objects. Read **- View the values of those data properties set to inherit. Change - Modify or delete the values of those data properties set to inherit. A Specific Data Object Set Database Default - Set default values for all the users of the database of those data properties set to inherit. Add - Create new records in the selected data object. Read All Records* - View all records of the selected data object

90 Chapter 6 If you selected: These permissions will be available: Change All Records* - Modify all records of the selected data object. Delete All Records* - Delete all records of the selected data object. Change Security - Grant or revoke security permissions to the selected data object s records. Read - View the values of those data properties set to inherit in the selected data object. Change - Modify or delete the values of those data properties set to inherit in the selected data object. Children Collection Note: The group must also have permissions to its parent data object. Set Database Default - Set default values for all the users of the database of those data properties set to inherit in the selected data object. Add - Create a new record for all child data objects of the parent data object or move an item from the Available column to the Selected column in a many-to-many selector. Read All Records - View the records of all the child data objects of the parent data object. Change All Records - Modify the records of all the child data objects of the parent data object. Delete All Records - Delete the records of all the child data objects of the parent data object or move an item from the Selected column to the Available column in a many-tomany selector. Read** - View the values of those data properties set to inherit in all the child data objects of the parent data object. Change - Modify or delete the values of those data properties set to inherit in all the child data objects of the parent data object. A Specific Child Note: The group must also have Set Database Default - Set default values for all the users of the database of those data properties set to inherit in all the child data objects of the parent data object. Add - Create a new record in the selected child data object or move an item from the Available column to the Selected column in a many-to-many selector

91 Chapter 6: Security If you selected: permissions to its parent data object. These permissions will be available: Read All Records - View the records of the selected child data object. Change All Records - Modify the records of the selected child data object. Delete All Records - Delete the records of the selected child data objects or move an item from the Selected column to the Available column in a many-to-many selector. Read** - View the values of those data properties set to inherit in the selected child data object. Change - Modify or delete the value of those data properties set to inherit in the selected child data object. A Specific Data Property Note: The group must also have permissions to its parent data object. Set Database Default - Set default values for all the users of the database of those data properties set to inherit in the selected child data object. Clear the Inherit from Data Object check box. This turns off inheritance for all groups. None of the groups will have access to this data property until you add a group here and assign it permissions. Any data property that has inheritance turned off will appear in italic. When you see the message box, click Yes to copy the security settings of the groups set up at the data object to the data property to use as a starting point. Otherwise, click No

92 Chapter 6 If you selected: These permissions will be available: Now select the appropriate permissions for each group: Read - View the value of the selected data property. Change - Modify or delete the value of the selected data property. Properties Collection Set Database Default - Set a default value for all the users of the database for the selected data property. Read - View the values of the data properties not set to inherit. Change - Modify or delete the values of the data properties not set to inherit. Wizards Collection A Specific Wizard Advanced Reports Collection Set Database Default - Set a default value for all the users of the database for the values of the data properties not set to inherit. Execute - Run all the wizards of the module. Execute - Run the selected wizard. Read All Records - View all the records in any advanced report. Read - View all the data properties in any advanced report. A Specific Advanced Report Read All Records - View all the records in the selected advanced report. Read - View all the data properties in the selected advanced report. * If this permission is not selected, you will need to assign these permissions at the record-level

93 Chapter 6: Security **If this permission is not selected, the word Restricted will appear on the form in place of its value and the data property s value will not appear in reports for all data properties unless you give the group permissions at the property level. If the Inherit from Data Object check box is not selected for a data property of a data object, you will see the Do you want to apply this change to this property? message. The message will list the name of the data property not set to inherit. 5. Determine how you want to apply the change to the data properties not set to inherit, as follows. Click: Yes - Apply the change to the listed data property. You will be prompted for each data property not set to inherit. Yes to All - Apply the change to all the data properties not set to inherit without being prompted one at a time. No - Do NOT apply the change to the listed data property. You will be prompted for each data property not set to inherit. No to All - Do NOT apply the change to any of the data properties not set to inherit without being prompted one at a time

94 Chapter 6 6. To delete a group, highlight the group in the grid and click Remove. The group will no longer appear in the grid. TASK RESULTS: The security changes are now in effect. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will take effect for them. Using The Set Up Security Wizard CONTEXT: The Set Up Security Wizard allows you to quickly grant permissions to a permission group for multiple lists, transactions, advanced report and wizards in the selected module. To use the Set Up Security Wizard: TASK: 1. Choose Tools > System Configuration. System Configuration will open in a new window tab

95 Chapter 6: Security 2. Highlight the module in the System Configuration tree, right click and select Set Up Security. The Set Up Security wizard opens in a pop-up window

96 Chapter 6 3. Select the type of item want to set up security for. Main Setup Lists Clients and Employees are the only "Main" security items. In order to use the wizard to set up Clients or Employees, you must run the wizard from Client Information for Clients or Payroll for Employees and then select the Main option. You will then be able to set up security for the Clients and Employees as well as their associated child data objects. Setup lists typically appear in the Setup submenu of the module s menu and have a Code and/or Description/Sort Name. If a Setup List has associated child data objects, they will appear in the grid as well. Setup Lists do not include the Client or Employee lists (see Main above). Transactions Transactions only have an ID and have a transaction grid and filters associated with them. Advanced Reports Wizards Advanced Reports are the special, business reports that require additional security to run. Wizards are utilities that step you through a process. 4. Select the check box next to the actual items you want to apply the security permissions to from the grid. If you want them all to have the same permissions, click Select All and then click Mark in the toolbar above the grid

97 Chapter 6: Security 5. Select the appropriate security group from the Group lookup. If you select the Clear Permissions for this group check box, the wizard will first clear any security permissions already set for this group and the selected items in the grid

98 Chapter 6 6. Select the check boxes next to the permissions you want to grant and then click Set Security. Select the Select All check box to automatically select all of the permissions listed below. Read All Records* Change All Records* Delete All Records* Add Read** Change Execute The selected group can view all the records for all the selected items. This permission does not appear if you selected Wizards. The selected group can modify or edit all the records for all the selected items.. This permission does not appear if you selected Advanced Reports or Wizards. The selected group can delete all the records for all the selected items (if other rules in place do not prohibit the record from being deleted). This permission does not appear if you selected Advanced Reports or Wizards. The selected group can create new records for all the selected items. This permission does not appear if you selected Advanced Reports or Wizards. The selected group can view the values of those data properties set to inherit for the selected items. This permission does not appear if you selected Wizards. The selected group can modify or delete the values of those data properties set to inherit for the selected items. This permission does not appear if you selected Advanced Reports or Wizards. The selected group can run the selected wizards. This permission only appears when you select Wizards

99 Chapter 6: Security * If this permission is not selected, you will need to assign these permissions at the record-level using a Record Access Filter. **If this permission is not selected, the word Restricted will appear in the Lookup in place of its value will not appear in reports unless you give the group permissions at the property level using theset Up Property Security Wizard or via System Configuration

100 Chapter 6 7. Click Finish to exit the wizard or Start Over to set up security for another group. Note: Select the item in the System Configuration tree, click on the Security tab on the right and then highlight the group in the grid to see the associated permissions

101 Chapter 6: Security TASK RESULTS: The security changes are now in effect. Any users associated with the selected group that were logged in to the ProviderPro while these changes were being made, will need to log out and back in before these changes will take effect for them. Using The Set Up Property Security Wizard CONTEXT: The Set Up Property Security Wizard allows you to quickly grant permissions to a permission group for multiple data properties in the selected data object. Use this wizard for those properties that are not set to inherit from their data object. Once inheritance is turned off (either via this wizard or the system configuration), you must grant permissions to the property to all the security groups that need access to it. If you want the properties to inherit its permissions from its data object, then you must select the Inherit from Data Object check box via System Configuration. To use the Set Up Security Wizard: TASK: 1. Choose Tools > System Configuration. System Configuration will open in a new window tab

102 Chapter 6 2. Highlight the data object in the System Configuration tree, right click and select Set Up Property Security. The Set Up Property Security wizard opens in a pop-up window

103 Chapter 6: Security 3. Select the check box next to the properties in the grid that do not inherit their permissions from their data object to apply property-level security permissions to them. If the property currently inherits, the wizard will turn inheritance off. You will then need to run this wizard for every security group that needs access to these properties. 4. Select the appropriate security group from the Group lookup. If you select the Clear Permissions for this group check box, the wizard will first clear any security permissions already set for this group and the selected properties in the grid

104 Chapter 6 5. Select the Read check box to allow the group to view the property or the Change check box to allow the group to edit the property. Select the Select All check box to automatically select all of the permissions listed below. If the group should not have any permissions to the property (for example for Pay Rates), then do not select either permission. 6. Click Set Security

105 Chapter 6: Security 7. Click Finish to exit the wizard or Start Over to set up security for another group. Note: Select the property in the System Configuration tree, click on the Security tab on the right and then highlight the group in the grid to see the associated permissions. Notice the property appears in italic typeface to indicate inheritance is turned off. On the Security tab you can see the Inherit from Data Object check box is not selected. TASK RESULTS: The security changes are now in effect. Any users associated with the selected group that were logged in to the ProviderPro while these changes were being made, will need to log out and back in before these changes will take effect for them

106 Chapter 6 Assigning Record Permissions ProviderPro allows you to set permissions at the individual record level. This gives you the power to give one group the ability to have different permissions for different sets of records. For example, the group may have to ability to read the client records in the day service program, but change the client records in the residential program. Record-level permissions can be set up using one of the two different methods available: Record Access Groups (Recommended Method) - Create a group with type of Record Access. Associate a Role group to the Record Access group that has the appropriate Permission groups assigned to it which define its child data object and data property permissions. Create a Record Access Filter to define which permissions the Record Access groups has to the records based on a pre-defined filter. When a new record is added or modified, the security permissions are automatically applied based on the filter rule. Assign the appropriate Record Access group to the users. Normal Groups - Create a group with a type of Normal. Assign the data object s children and data property permissions to the Normal group via System Configuration. Use the Record Security Setup Wizard to assign the same group permissions to the individual records. When a new recorded is added (or an existing record needs different access privileges) use the Record Security Permission to grant/change the permissions. Assign the appropriate Normal groups to the user. Using the Create Record Access Filter Wizard Record Access Filters define the records and associate the appropriate permissions to a Record Access group(s) for those records that match the filter conditions. The Create Record Access Filter Wizard lets you quickly create a record access filter for multiple data objects (such as Employees and its related children and transactions) for multiple record access groups. Before using the Create Record Access Filter Wizard to create a Record Access Filter, you must set up the appropriate security groups that have a type of Record Access. To use the Create Record Access Filter Wizard: 1. Choose Tools > System Administration -> Wizards -> Create Record Access Filter

107 Chapter 6: Security The Record Access form will open in a new window tab. 2. Enter a Description (up to 40 characters) for the new record access filter

108 Chapter 6 3. Select the item that you need to set record access for from the Data Object lookup. The item will appear in the grid

109 Chapter 6: Security 4. Select the Show Children and/or Show Transactions check boxes to include them in the Record Access Filter. They will appear in the grid below

110 Chapter 6 5. Select the check box next to the actual items you want to apply the record access filter settings to and click Next. If you want to include them all, click Select All and then click Mark in the toolbar above the grid

111 Chapter 6: Security 6. Set up the filter that will determine the records that will be part of this record access group and click Next. For information on setting up filters, refer to The Basics Guide available on the Solana Support Website

112 Chapter 6 7. Click Add or highlight an existing Group Access record in the grid and click Open to view or modify it. The Group Access form will open in a pop-up window. 8. Complete the following information as appropriate: Group Read Records The record access group that the permissions will be applied to. The group can read the records. Change Records The group can change the records. Delete Records The group can delete the records

113 Chapter 6: Security 9. When finished, click Accept to close the pop-up window and accept the values. 10. When finished, click Commit. You will see a progress bar as the record access filter is created

114 Chapter Click Finish to exit the wizard or Start Over to create another Record Access Filter. 12. Go to Tools > Record Access Filters. The Record Access form opens in a new window tab

115 Chapter 6: Security 13. Enter the description in the Navigation Lookup ( ) and press Enter to view or modify the filter you just created. Managing Record Access Filters PREREQUISITE: Before creating a record access filter, you will need to set up security groups that have a type of Record Access. CONTEXT: Record Access Filters define the records and associate the appropriate permissions to a Record Access group(s) for those records that match the filter conditions. To create a record access filter: TASK: 1. Choose Tools > Record Access Filters. The Record Access form will open in a new window tab

116 Chapter 6 2. Click Add to create a new record access filter or enter an existing description in the Navigation Lookup ( ) and press Enter to view or modify an existing one. 3. Enter a description for the record access filter (up to 40 characters)

117 Chapter 6: Security 4. Click Add or highlight an existing Filter record in the grid and click Open to view or modify it. The Filter form will open in a pop-up window. 5. Select the name of the list or transaction that this record access filter applies to, for example, Employees or Clients 6. Set up the filter that will determine the records that will be part of this record access group. For information on setting up filters, refer to The Basics Guide available on the Solana Support Website. 7. When finished, click Accept to close the pop-up window and accept the values

118 Chapter 6 8. Click Add or highlight an existing Group Access record in the grid and click Open to view or modify it. The Group Access form will open in a pop-up window. 9. Complete the following information as appropriate: Group Read Records The record access group that the permissions will be applied to. The group can read the records. Change Records The group can change the records. Delete Records The group can delete the records. 10. When finished, click Accept to close the pop-up window and accept the values. 11. When finished, click Save. The record access groups will have the set permissions to records that met the criteria set in the filter(s). Using The Record Security Wizard CONTEXT: If a Normal group does not have permissions to Read All Records/Read Owned Records, Change All Records/Change Owned Record and/or Delete All Records/Delete Owned Records, you must use the Record Security Setup Wizard to grant the permissions to the

119 Chapter 6: Security specific records of the data object. Note: The Record Security Wizard only sets the permissions at the data object level of the record. The same security group will also need to be assigned permissions to read and/or change the values of the record s data properties and children through the System Configuration tree. Note: In order to run the Record Security Setup Wizard the user must have Override Security Settings Permissions or belong to a group that has Security Change Permissions for the data object. Assigning Permissions To Multiple Records CONTEXT: To grant one group to have permissions to multiple records: TASK: 1. Open the form for the data object for which you want to assign records to a group. 2. Click Security on the Advanced toolbar. The Record Security Setup Wizard will open in a pop-up window. 3. Select Grant/dent access to multiple records for one group and click Next

120 Chapter 6 4. Select the group from the Group list box and click Next. Only groups that have a type of Normal will appear in the list. You will see the Set Filters page

121 Chapter 6: Security 5. Enter values into the selected filter boxes to find the records you want to assign permissions to for this group and click Next. For information on selecting filters, see the The Basics Guide. You will see the Select Items to Grant Group Access page. 6. Highlight a record and select (or clear) the check box(es) to grant the appropriate permissions to the users in the group as follows. (Click on the check box in the column header to apply the same setting to all the records in the grid): Read - If the group can view the record. Change - If the group can edit the record. Delete - If the group can delete the record

122 Chapter 6 7. When finished, click Set Security. The Record Security Wizard will close. TASK RESULTS: The security changes are now in effect for the selected records. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will take effect for them. Assigning Permissions To One Record CONTEXT: To grant permissions for one or more groups to access one record: TASK: 1. Open the record you want to assign record security to. 2. Click Security on the Advanced toolbar. The Record Security Wizard will open in a pop-up window

123 Chapter 6: Security 3. Select Grant/deny access to selected record and click Next. You will see the Grant Access window

124 Chapter 6 4. To give a security group permissions to the selected record: Select a security group from the list box and click Add. Select or clear the check box next to the appropriate permissions (Read, Change or Delete). 5. To modify the permissions a security group has to the selected record, highlight the group and select or clear the check box next to the appropriate permissions (Read, Change or Delete). 6. To remove the permissions a security group has to the selected record, highlight the group and click Remove. 7. When finished, click Set Security. The Record Security Wizard will close and the new security settings will be in effect for the selected record. Assigning Owner Permissions CONTEXT: There is a special group called the Owner group. This group cannot be deleted or modified. Every user is automatically part of the Owner group. This special group allows you to restrict users to viewing, changing or deleting only the records that they created or own. To assign permissions to the owner group: TASK: 1. Choose Tools > System Configuration. System Configuration will open in a new window tab. 2. Highlight the data objects collection or a data object in the System Configuration tree and click the Security tab on the right

125 Chapter 6: Security 3. Select the Owner group from the list and click Add. 4. Highlight the Owner group. 5. Select the appropriate permissions, as needed. Read Owned Records - To allow users to view only the records that they created. Change Owned Records - To allow users to modify only the records that they created. Delete Owned Records - To allow users to delete only the records that they created. Change Security on Owned Records - To allows users the ability to assign recordlevel permissions to normal groups for the records that they created. Read - To view the information in the data properties. If this permission is not selected, the word Restricted will appear on the form and in reports for the data properties. Change - To modify or delete the information in a data property. TASK RESULTS: The security changes are now in effect. Any users that were logged in to ProviderPro while these changes were being made, will need to log out and back in before these changes will take effect for them

126 Chapter 6 Changing Ownership CONTEXT: When a user creates a record, report, report layout or report style that user is the owner of the item. If a user has Change Ownership rights, then he or she can change the owner of an item. Changing The Owner Of A Record CONTEXT: To change the ownership of a record: TASK: 1. Open the record you want to change ownership. 2. Click the lock on the Advanced toolbar. The Record Security Wizard will open in a pop-up window. 3. Select Change ownership of the selected record and click Next

127 Chapter 6: Security 4. Select the new owner from the User list and click Set Ownership. 5. Click Finish to exit the wizard. The owner of the current record was changed to the selected user

128 Chapter 6 Changing Ownership Of Multiple Records CONTEXT: To change the ownership of multiple records to another user: TASK: 1. Open the form for the records you want to change ownership of. 2. Click the lock on the Advanced toolbar. The Record Security Setup Wizard will open in a pop-up window. 3. Select Change ownership of multiple records and click Next

129 Chapter 6: Security 4. Define the filters you want to use to find the records you want to change ownership of and click Next. For information on selecting filters, see the The Basics Guide. You will see the Select Items to Grant Group Access page. 5. Highlight a record and select (or clear) the Changer Owner check box(es) to change its owner and click Next. (Click on the check box in the column header to apply the same setting to all the records in the grid)

130 Chapter 6 6. Select the new owner from the User list and click Set Ownership. 7. Click Finish to exit the wizard. The owner of the selected records were changed to the selected user

131 Chapter 6: Security Changing Ownership Of Reports, Report Layouts and Report Styles CONTEXT: The ownership of a report, report layout or report style is changed via System Configuration. TASK: 1. Choose Tools > System Configuration. System Configuration will open in a new window tab. 2. Right-click on the report, report layout or report style that you want to change ownership and select Change Ownership. 3. Select Change ownership of the selected record and click Next

132 Chapter 6 4. Select the new owner from the User list and click Set Ownership. 5. Click Finish to exit the wizard. The owner of the current record was changed to the selected user

133 Chapter 6: Security Security Reports ProviderPro has several special reports related to security setup. To run these reports launch the Report Wizard from the System Administration Navigation Pane or the Tools - > System Administration menu. The table below describes the built-in reports available. Report SA Client Record Access Groups and Permissions SA Employee Record Access Groups and Permissions SA Groups SA Groups And Users SA Record Access Filters Contains This Information The Role group and the client records and their permissions for each Record Access group. The Role group and the employee records and their permissions for each Record Access group. The group name and type. It also shows the Role group associated with any groups with a type of Record Access. The group name and type along with the names of any users assigned to them. The report only shows groups with a type of Normal, Role or Record Access. The name of the record access filter, the data object being filtered on and the record access groups its record permissions

134 Chapter 6 Report SA Role Groups SA System Configuration Security Permissions SA Users SA Users and Groups Contains This Information The name of the role group, the Permission groups assigned to it as well as the users assigned to it. The user's full name, user name, override security, record access group, role group, permission/normal group, module, data object, data property, wizard, advanced report, security permissions (Add, Read All Records, Change All Records, Delete All Records, Read, Change and Execute). The user s full name, user name, address, active status, override security, view system administration menu, impersonate, change owner, and no password change. The user s full name, user name, address, active status, override security, view system administration menu, impersonate, change owner, no password change and the groups assigned to the user. For information on running reports or creating your own reports, refer to The Report Wizard Guide available by logging in to our support website

135 Chapter 7: Global Setup ProviderPro has a set of standard setup lists that are used in almost every module: Countries, Descriptions and Phone Descriptions. As an agency you will need to populate each of these lists by creating records in them that pertain to your agency s particular needs. Note: You will need to make sure that the users in your agency have at least security permissions to read/view the codes and descriptions of these setup list records. Countries CONTEXT: Countries are used in various modules as part of mailing addresses. To enter a new or modify a country: TASK: 1. Choose Tools > Setup > Countries. The Countries form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup( selected record. 3. Complete the following information: Code ) and press Enter to view or modify the A unique code for the country (up to 12 alpha or numeric characters). Description A meaningful description of the country (up to 40 characters). Active The country will appear as a choice in lookups and many-to-many selectors. 4. When finished, click Save. The country was saved

136 Chapter 7 Descriptions CONTEXT: Descriptions are used in conjunction with addresses throughout ProviderPro to designate the address as work, home, etc. To enter a new or modify an description: TASK: 1. Choose Tools > Setup > Descriptions. The Description form will open in a new window tab. 2. Click Add to create a new record or enter an existing code or description in the Toolbar Lookup( one. 3. Complete the following information: Code ) and press Enter to view or modify an existing A unique code for the description (up to 12 alpha or numeric characters). Description A meaningful description of the description (up to 40 characters). Active The description will appear as a choice in lookups. 4. When finished, click Save. The description was saved. Phone Descriptions CONTEXT: Phone Descriptions are used in conjunction with phone numbers throughout ProviderPro to designate the phone number as work, home, fax, mobile, etc. To enter a new or modify a phone description: TASK: 1. Choose Tools > Setup > Phone Descriptions