Setup Security features in D4Web

Setup Security features in D4Web

With many options within the Security page, it is best to first understand the fundamental workflows before setting or changing security permissions. Here we will also cover setup access, permissions, Supergroups, Aliases, security changes and additions

Where to find the Security page

Click the navigation menu > Location Setup > Security page

Understanding the Security page

Groups / Individual Users

There are two ways to set user permissions: 
  1. Group: Use this to apply the same settings to all users linked to the group, e.g. Dentists
  2. Users: Use this to apply individual settings to users

Modes: Actions / Functions / Reports

Access is broken down by Modes: Actions, Functions and Reports:
  1. Modes/Actions: Found listed on the right. These are all the modules/pages within D4Web
  2. Modes Functions: When a Mode/Action is selected, if applicable, functions within that area will show
  3. Modes Reports: When Reports is selected, all reports will show

Security legend

There are three Security legends to set against a Mode/Action/Function/Report:
  1. No Tick: Password required, users within this group cannot access/complete
  2. Tick: Password required, users within this group can access/complete
  3. Box: No Security set, all users can access/complete without entering a username and password 

Set Security access to Modules / Features / Actions

The following instructions covers how to lock an area or action within D4Web
  1. Record toolbar > Security Status
  2. Click LEGEND for more information on security options
    1. Click CLOSE when done
  3. Place security, per the Legend against relevant pages / actions / features
    1. Click OK

  4. The example used in image below shows that the Staff page is open to anyone, however:
    1. If the D4Web user tries to Modify Staff Attendance or Modify Staff surname/firstname they will only be permitted to do so if their security access allows it

Set Security Permissions - who can / who cannot 

The below instructions are on how to set who can / cannot access a module/tab/action in D4Web. See Set Security access Modules/Tabs/Actions to add security against a module/tab/action. 

Set Group Permissions

Default Groups exist within D4Web, however more can be added (see below)
  1. Go to Groups tab
  2. Groups: Select the relevant Group
  3. Modes/Actions: Place / Remove tick against relevant areas
  4. Modes Functions: Place / Remove tick against relevant functions
  5. Modes Reports: Place / Remove tick against relevant reports (for reports only)

Set User Permissions

All users - past and present - will be listed in the Users sub-tab.
Only those with a key icon have permission to use the system.
If the user is linked to a Group, those permissions carry over to this section. Further restrictions can then be applied here. 
  1. Go to Users tab
  2. Users: Select the relevant User
  3. Modes/Actions: Place / Remove tick against relevant areas
  4. Modes Functions: Place / Remove tick against relevant functions
  5. Modes Reports: Place / Remove tick against relevant reports (for reports only)

Add / Modify Security Groups

  1. Open Groups tab
  2. Record toolbar > New Record
  3. Group Name: Enter name of group
  4. Copy Rights from Group: Tick and select an existing group to copy permissions from
  5. User of the Group: Tick users to link to group. Users can be linked to multiple groups
  6. Click OK

Set or Change a Password

Passwords must initially be set by an Administrator / someone with access to the Security tab, however can then be changed by the user without accessing Security.  
  1. Open Users tab
  2. Double click on the relevant user
  3. User Name: Enter a user name (ignore if only changing password)
  4. User Groups:
    1. Tick the group(s) the user should be linked to
  5. User data 
    1. Enter the new password
    2. Confirm password
    3. Once all Restrictions are correct they will turn from Red to Green
  6. Access to System: Select allowed
  7. Click OK

Setup Security Super Groups

Super Group security provides the ability to control which reports, banking & Insight dashboard information is accessed by each staff member.
The practice owner may want to view all employees’ financial reports, but not allow those employees access to each other’s or his/her own financial information.
Before SuperGroups can be used, contact Centaur Support. so they can assign a Super Group Manager.
  1. Super Groups tab
  2. Record toolbar > New Record
    1. Enter the New Super Group Name
    2. Click OK
  3. Select the Super Group
    1. Tick the Employees to include in the group
    2. Tick the permissions for each employee
  4. Show All Data:
    1. Tick: the person can view all Providers Reports and Banking regardless of which group they belong to
    2. No Tick: the person can only view his/her own reports
  5. Manager of SuperGroups: With a tick, this person can access the SuperGroups sub-tab to setup and make changes
    1. Tick the Bank Accounts to include in this group
    2. Tick the Business Entities to include in this group
  6. Repeat for all other groups to be setup
    Example of a Group with Access to All Data, e.g. Practice Manager and Owner

    Example of Providers Setup to View Their Own Reports Only

Security Aliases

Security Aliases is used for Multiple-Location practices only. 
Aliases allow for a provider to have multiple entities across different locations grouped together under the same security access information.

Activate Alias Feature

  1. Record menu > Security Status
  2. Tick the following settings:
    1. Start/Access to D4W
    2. Resolve Location from DB
      1. User Aliases are in Use
    3. Click OK

Allocate Providers to Alias Groups

  1. Users tab
  2. Double click on Providers name
    1. Available Users section, select Provider(s)
    2. Click left pointing arrows
    3. User Groups section, tick the group to add the Provider(s) to
    4. Alias (user) name: Enter the selected Providers user name
    5. New Password: Enter the selected Providers password
    6. Confirm Password: Re-enter the selected Providers password
    7. Access to System: Allowed 
    8. Click OK

  3. When logging in to D4Web, the Provider must enter their user name and password, and select the location to open
    1. Click OK

Remove Provider from Security Alias

If a Provider has been previously setup with a Security Alias and must be removed, follow the below instructions. 
  1. Users tab
  2. Double click on the relevant Provider
    1. Delete Alias: Tick

    2. Click YES

    3. Access to System: Denied
    4. Click OK

Hide Patient Contact information

Patient contact details can be hidden for users without the "Show Patient Contacts" permission, based on security settings.
Security access must be set for this feature before allocating permission is possible. See Set Security on Modules/Features/Actions instructions
To allocate permissions: 
  1. Click the navigation menu > Location Setup > Security page
    1. Select Group tab to allocate a whole groups permission (i.e Supervisors) or 
    2. Select the Users subtab to allocate to individual persons 
  2. In Modes/Actions: highlight Patients row 
  3. Find "Show Patient contacts" 
    1. Tick box to allow contact information to be viewed by the selected group or individual
    2. Untick box to hide contact information from the selected group or individual

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