Administrators: Important Information you need to know about the new My Resources Security Measures
The My Resources Module has undergone significant development so that it can be used as a central storage point for documents, files, video etc, but access to these is set based on the Category that the Resources is added into.
Now Athletes, Coaches, S and C's, Nutritionists, Psychologists, Medical Staff and the like can all access the My Resource Module, but they will only have access to Resources and Documents that are in the categories (folders) that they have been given access to via their Role/s. Moreover, Resources that they should not have access to can now be made inaccessible by not enabling access to specific categories.
This is all made possible because each user has to be assigned access to specific Resource Categories by the Administrator on the Administration site. It is CRITICAL that all administrators understand how the categories work, how they need to be set up, and how they need to be assigned.
Previously, all Resources uploaded into the My Resources Module were accessible to everyone
There was no way to limit what each user accessed in this Module. Resources were Grouped via Main Categories to help with searching.
Previously, each Resource could have a Main Category which it appeared in, but there were text based
Now, each Resource can be added into Category (Folder) that is available from a drop down selection list. Each individual Category that appears in the drop down list is set up by an Administrator in the Administration Site.
The example here shows a new Resource being added into the My Resources Module. When it is added the user now selects where the Resource will be stored (e.g. in what Category). Each Category appears as a drop down to choose from. These have been preset in the Administration site by an Administrator, and only the categories users can access are available to store documents in.
When a user logs in they will only have permission to access and store resources in categories that they have been assigned access to as part of their Role/s (discussed in the steps below).
N.B. Regardless of which Categories are assigned to a Site Administrator, when a Site Administrator uploads a Resource, or accesses the My Resources Module they will have access to ALL of the categories when they login on the main site. This ensures that can manage and maintain all resources correctly. Lastly, a Coach Administrator will NOT have access to set or view this module Categories. They will only see the categories that are assigned to them in the system.
Because access to Resources is now set based on which category each user is assigned, existing Resources on the system will be recategorised automatically based on the Main Category that was originally written in the Text area when they were uploaded
The example here shows an existing Resource that was on the system before Category Options were available. Any Resource that had a Main Category listed for it will automatically be recategorised into this Category. This Category will also then appear in the Categories Module on the Administration Site.
N.B. In the example here the new Category called "Monitoring" will need to be assigned to applicable users via the Roles on the Administration site before any user will be to access this Resource. Enabling permission is discussed in the steps below.
All existing historical Resources on the system without a Text Category will be recategorised as "Historical", and the other Resources with a Text Category will be recategorised by their existing label
Because all Resources must now have a Category all existing Resource must be recategorised. The example in the step above showed a resource that had a Main Category listed for it (Monitoring). However, some existing Resources did not have a Main Category written for them. To ensure access can be assigned to these non-categorised Resources, they will all be added to a new category called "Historical".
N.B. In the example here the Category called "Historical" will also need to be assigned to applicable users via the Roles on the Administration site before any user will be to access the Resources in this Folder.
Once the My Resources Upgrade is rolled out, NO USER will be able to access ANY Resources on the system
Even though all of the existing Resources will be recategorised according to the previously listed Main Category, or into a Historical Category, no one will be able to access ANY Resources on the system. This is because each Resource is now assigned to a specific Category.When the new upgrade is rolled out the system does not know which category to assign to each different type of user (e.g. Role). Because we need to securely enable access to the Resources within each Category, all Resources will be hidden from the users until they have been given permission to that specific Category as part of the users' Role/s.
In the Administration site, Administrators will now have access to a special Module called Categories
On the Administration site a new Module is available called Categories. Only Site Administrators will be able to access this Module, Coach Administrators will not be able to access this module.
The Categories Module contains all of the Categories that are available for users to store Resources and Event Form Attachment-Resources into.
All of the automatically recategorised historical text Categories appear, the Historical Category appears, and any new Categories that you create will appear here also
To assign access to a Category is completed on a Role by Role basis on the Administration Site
To assign access to a category, go to the Roles Module.
Open the Role that you want to add in the Category into
In the Data Permissions section, assign access to the specific category/categories that all users in the Role need access to
The example here shows that the Physiotherapy Role is being updated so that users in this Role can access a newly created "Physio's ONLY" category, as well as a newly created "All Medical Users" category. They are also given access to the "Historical" category as well so that any previously un-categorised Resources will still be available to them.
The Role is opened via the Roles Module, and category permissions into the "Data Permissions" section of the Role, and they are added in exactly the same manner as Event Form, Profile Form, and Database Permissions. Administrators search for the category and then add it into the Role. Once added, any user in the Physiotherapy Role will now have access to ALL of the Resources in the the Physio's ONLY and the All Medical Users Categories (as shown in the image below). They will also have access to any new Resources added into this field.
N.B. If your system is set up for Event Form Attachments to be enabled as Attachment-Resources, any attachment uploaded into the Physio's ONLY, the All Medical Users and the Default categories will be available to Physiotherapists as well. It will also pay to enable access to the Category called "Attachments" so that they can continue to access historically uploaded attachments uploaded to Event Forms.
Once a Role is updated, the Users in that Role can then access all Resources stored within each Category
The example here shows that when the Physiotherapist next logs into the system and goes to the My Resources Module, they can access all Resources stored within each category that has been assigned to the Physiotherapy Role, and any other Roles that they have been given permission to access.
To open a Resource, simply click on it and it can be downloaded (as shown in the image in the step below).