Overview

Permissions can be specific to an implementation guide. Two kinds of permissions are available:

  • View Permissions - Grant permission to a user or group to view a particular implementation guide.
  • Edit Permissions - Grant permission for a user or group to edit the templates/profiles in a particular implementation guide.

Implementation guides can control who has permissions to edit templates owned by the implementation guide.

  • User can indicate that a user can have view and/or edit permissions
  • User can indicate that a group can have view and/or edit permissions
  • User can indicate that an entire organization can have view and/or edit permissions
  • User can indicate that a user or group from another organization can collaborate on templates within the IG.

Requesting Permissions to Access an Implementation Guide

To view and/or edit an IG, you must be granted permission to access.  Permission is granted by the Editor of the IG.  Only those IGs to which you have access will display in the list of available IGs. IG Editors may allow users to “request access”.  The list of IGs shown to the user in the "Request Access" screen includes only IGs that have their “can request access” option enabled. If you have not been granted access, you will see a link below the search field on the Browse Implementation Guides screen to "request access".

Fields in the "Request Access" Window

  • Access Level: Indicates if you would like "view" or "edit" permissions to the IG.
  • Message: An optional message that is sent to the access manager of the IG.

Request Access to an IG

  • Select thee access level you would like to have for the IG
  • Optionally, specify a message to send to the access manager.
  • Click the "Request" button.

After submitting the request, an email is generated and sent to the access manager of the implementation guide. The email message will include your name and email address, to indicate to the access manager who is requesting access, along with the permission requested and the (optional) custom message.

The message sent to the access manager follows this format:

User <FirstName> <LastName> (<Email>) has requested access to <ImplementationGuide> on <Date>.
The user has requested <Permission> permissions.

Message from user: <Message>

Use this link to grant them permission to the implementation guide: <Link>
Use this link to deny them permission to the implementation guide: <Link>

Note: The request alone does not guarantee that you will be granted permission to an IG; it is the decision of the access manager to grant permissions.

Access Managers and Requests

If an IG is configured to allow access requests, an Access Manager should be specified. An Access Manager is responsible for handling requests from other users to access an IG. Requests to access an IG are

  1. sent as an email notification to the Access Manager, using the email address associated with the Access Manager's user account
  2. available in the Trifolia web application, after a user is logged in, by selecting the user's menu in the top-right of Trifolia and selecting "Access Requests".

Viewing/Approving/Denying Access Requests

When a request is made, the email notification sent to the Access Manager includes a link to approve and a link to deny the access request. Upon clicking one of these links

  1. Trifolia is opened in a browser
  2. Authentication is initiated (if not already logged in)
  3. Permissions are either granted or denied (depending on which link the Access Manager selected)
  4. The user that made the request is notified via email that their permissions have been either granted or denied

In addition to an email notification, the requests can be viewed/approved/denied by selecting the "Access Requests" menu item under the user's menu in the top-right corner of Trifolia.

Note: If no access requests are pending your approval, and you do not have any outstanding requests yourself, the "Access Requests" menu item is not available.

Upon selecting "Access Requests", a pop-up window is displayed with (up to) two separate tabs. The first tab represents access requests that are pending your approval, the second tab represents access requests you have made that are pending another external user's approval.

The "Pending Approvals" tab provides two buttons to "Approve" and "Deny" access requests. Upon selecting one of these actions, the user is (if approved) granted the specified permissions to the IG and emailed a notification, or (if denied) emailed a notification indicating their access request has been denied.