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This section provides a high level overview of user management in CommCare - including different user types and structures. |
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Web Users typically play a management role in a project, often overseeing data being collected by Mobile Workers. Web users have accounts which allow them to access the CommCareHQ website, where they can build and change applications, manage users and settings, and view data. In a given project, you may have a number of people with access to CommCare HQ. Depending on their permissions, these web users may:
While web users have a range of tasks that they are able to complete through CommCare HQ, there is one thing they cannot do: submit data. For this, they need a mobile worker account (in addition to their web user account) or an advanced CommCare tool. |
Hybrid Configuration for Mobile Worker Accounts
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Area Access Permissions | |
Invite new web users, manage account settings, remove membership. This permission will be hidden if Full Organization Access is disabled. | |
Create new accounts, manage account settings, deactivate or delete mobile workers | |
Groups | Manage groups of mobile workers This permission will be hidden if Full Organization Access is disabled. |
Groups | Allow changing group membership This permission allows you to assign mobile workers to a group. This is typically controlled by the "Edit Mobile Workers" permission, but this option may be useful if you need users who can edit group membership, but not otherwise edit mobile worker data. |
Locations | Manage locations in the Organizations (Locations) 's hierarchy. |
Locations | Allow changing workers at a location This permission allows you to assign mobile workers to a location. This is typically controlled by the "Edit Mobile Workers" permission, but this option may be useful if you need users who can edit location membership, but not otherwise edit mobile worker data. |
Data | View, download and edit form and case data, reassign cases. This also controls access to lookup tables. |
Web Apps | Allow users to enter data using Web Apps. Access may be granted to all apps, a limited set of apps, or no apps. For mobile workers, the “no access” option is ignored. Mobile workers always have full or partial access to Web Apps. When the project has opted to manage Web App permission using mobile worker groups - a feature that is now incorporated into ‘Roles and Permissions’, there will be a warning message “This permission is already configured via Manage Web Apps Permissions. Please remove this configuration before updating access here.” to encourage and assist users in migrating from the deprecated page to the updated configuration. |
Messaging | Configure and send conditional alerts via SMS or email messaging. |
Access APIs | General access to CommCare HQ APIs. Individual APIs require additional specific permissions - for example, the bulk upload users API requires permission to edit mobile workers. Unchecking this permission allows you to completely revoke access to all APIs. *** Important Security Consideration *** This permission grants access to ALL data through the API, even if the web user is Location restricted, thus not having the ability to access all data from CommCareHQ's data tools. |
Applications | Modify or view the structure and configuration of all applications. This permission will be hidden if Full Organization Access is disabled. |
Roles & Permissions | View web user and mobile worker roles & permissions (only Admins can edit roles) This permission is ‘View Only’ for all roles except Admins. View access can be deselected to prevent users from viewing Roles & Permissions entirely. This permission will be hidden if Full organization Access is disabled. |
Manage Shared Exports | Allows users to edit exports whose sharing setting is configured to Edit and Export |
Reports Permissions | |
Create and Edit Reports | Allow role to create, edit and delete reports using the Report Builder. This permission will be hidden if Full Organization Access is disabled. |
Access All Reports | Allow role to access all reports. If this permission is disabled, you have the option to grant access to individual reports. |
Access Specific Reports | If Access All Reports is disabled, a list of specific reports will appear. You can grant or deny the role access to each report individually. |
Download and Email Reports | See under Other Settings Permissions. |
Other Report Settings | Note that there is a separate permission handled elsewhere that provides access to scheduled reports created by other people. That feature is independent of these permission checkboxes, and instead requires for the user be assigned to the Admin role within the domain. Also, see Download and Email Reports below under Other Settings Permissions. |
Other Settings Permissions | |
Manage Subscription Info | Allow role to manage subscription information. Subscription info can be found under your project settings. This permission will be hidden if Full Organization Access is disabled. |
Full Organization Access | Allow role to access data from all locations. If disabled, your users must be assigned locations in order to access CommCareHQ. Disabling this permission renders obsolete Web Users, Groups, Applications, Roles & Permissions, Create and Edit Reports and the Manage Subscription Info permissions and hides them from view. For further information, please see the Full Organization Access sub-section. |
Mobile App Access | Allow mobile users access to offline mobile applications. Mobile App Access enables permissions to access CommCare's Mobile Endpoint API and is essential for enabling offline work from a mobile device. |
Default Landing Page | Upon login, the permission decides where the user begins; on the Dashboard, Web Apps or Reports. If Use Default is selected, mobile workers will be directed to Web Apps and Web Users will go to the dashboard. |
Allow Reporting Issues | Allow this role to report issues. This permission is enabled by default. |
Non-Admin Editable | Allow non-admins to assign this role to other users. Users can assign roles on the Web Users page |
Download and Email Reports | Allow role to download and email report data. If this permission is disabled, the user will not be able to access the My Scheduled Reports tab, export the data to Excel or email it. |
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