Setting staff user permissions for reports

[EmilyTapestrySupport]

In this tutorial we'll look at how to set your staff user permissions for reports, as well as what options are available. It is worth noting that manager accounts will always have full access, so the user permissions will only affect non-manager staff accounts.

Firstly, you will need to go to the Control Panel (1), then User Permissions (2), then click the Reports heading (3).

 

 

 

Then, if you scroll down and click on the Reports sub-section you will be given a list of permissions available for staff. Next to each of these it should say either 'Permitted' or 'Not Permitted' depending on whether the option is enabled for staff users.

As there are quite a few permissions here so I'll briefly explain how these work.

 

 

1 and 2. When a report is initially created this will be saved as a draft by default. This means that the child's relatives will not be able to see the report. This would then need to be approved by a manager in order to be published to the child's journal for the child's relatives to see. If you enable options 1 or 2 this will allow non-manager staff accounts to approve their own reports or reports created by other staff members and publish these to the child's journal. Enabling the first permission will also allow staff users to publish reports they create without saving them as a draft first. When creating a report they will be able to select this from the 'Status' option to the right of the screen.

 

 

3. This will enable staff to lock or unlock reports. If a report is locked this means no changes can be made to it, including its status (draft, staff only or published) unless it is unlocked again. A locked report can also not be commented on or liked.

 

 

4. If this option is enabled, staff users will be able to delete reports and restore deleted reports. Once a report has been deleted it will remain on your account as 'awaiting deletion' for 90 days. During this time, it is possible for it to be restored. Reports that are awaiting deletion will not be visible to relatives and if this option is not permitted, they will also not be visible to non-manager staff users.

 

 

5. This option will allow staff users to download any pictures, videos or supporting documents that are attached to the report. If this option is not permitted staff members will still be able to export the report itself to a PDF.

 

 

6. This option will allow staff users to export multiple reports at once to PDFs available for download. To do this they would need to go to the reports 'List' (1), tick the boxes next to the reports they would like to export for download (2), and then select 'Export as PDF' from the menu that appears at the bottom right of the screen (3).

 

 

To set whether any of these options are permitted or not permitted for staff you will need to click 'Edit' next to the option you would like to change (1), select either 'Permitted' or 'Not Permitted' under 'Default for Staff' (2) and then click 'Save' (3).

 

 

If you would like certain permissions to be enabled or disabled for some members of staff but not for all staff users, you can choose to set individual permissions. To do this you will need to tick the box labelled 'Set different permissions for some users' (1). You'll then be given a list of all of the staff users on your Tapestry subscription with three boxes next to each, which will allow you to select whether this option is permitted or not permitted for each individual user, or whether their account will follow the default permission (2).

 

 

You might also like to have a look at our tutorial on setting relative user permissions for reports.

 

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