As your organisation’s administrator of the Snapcap portal, you will be responsible for making sure the correct users have access to submit captures on the correct parts of your organisation.
Before we get started, make sure you understand the following concepts: Contexts, User Profiles, and Capture Forms.
Where the Contexts and User Roles of a User Profile Representation intersects with the Context and User Roles of a Capture Form Publication, that is where the user has access to start captures.
Contexts
For this explanation, let us imagine you are administrating a company called All Safe that performs health and safety inspections. You have 2 clients; Alphabet Construction and Best Paints for which you perform safety inspections.
Therefore, your root context will be automatically called All Safe.
You will add your 2 clients as Subcontexts under All Safe.
Remember to activate a new context after saving it.
Thus, your contexts tree would look something like this.
- All Safe
- Alphabet Construction
- Best Paint
Publications
Now, you have a Capture Form called Basic Safety Inspection, and you have a User Role called Data Capturer. You want the Basic Safety Inspection to be available to be started on both your client contexts. To achieve that, you will navigate to the Basic Safety Inspection Capture Form, and then to the Publications tab. On this view you will see a list of all 3 your Contexts down the left (your root, and the 2 client Contexts), as well as a column for the User Role called Data Capturer. Select the check boxes in the Data Capturer column next to your 2 client Contexts; Alphabet Construction, and Best Paints, and then save. This is called publishing your Capture Form, and it will make it possible for users with the correct access to start Basic Safety Inspection captures on those 2 Contexts.
Note that because you did not publish it to the root All Safe Context, it will not be possible to start Basic Safety Inspections on that context.
User Profile Representations
Before a specific user will be able to start captures on either of the 2 client Contexts, there is one more missing piece. You have to give that User Profile representation on that Context, which is done in the scope of a User Role. E.g. Let's say you have a user by the name of John that should represent the Alphabet Construction and Best Paints Contexts in the role of Data Capturer. Thus, you will navigate to John's User Profile, then navigate to Representations, and then you can add a Representation to the required Contexts in the User Role of Data Capturer.
When John then opens the capture app, he will see the following 2 available Contexts:
- All Safe / Alphabet Construction
- All Safe / Best Paints
When either Context is selected, the Basic Safety Inspection Capture Definition will be available for him to start and will be captured under the selected Context.
In summary:
- Capture Forms are Published to a combination of a Context and a User Role.
- User Profiles are granted Representations to a combination of a Context and a User Role.
- Where the Contexts and User Roles of a User Profile Representation intersects with the Context and User Roles of a Capture Form Publication, that is where the user has access to start captures.
This structure provides a great deal of flexibility to allow you to control exactly which User Profiles have access to which Capture Forms on which Contexts.
Additional Notes
It is possible to activate and deactivate any of the following 3 kinds of objects.
- Context
- User Profile
- Capture Form
If any of them are deactivated, even though the Publications and User Profile Representations are correctly in place, access will be denied to the affected users. For example:
- If a published Capture Form is deactivated, it will become unavailable for capture for all users across your organisation.
- If a Context is deactivated, it will not be possible for any users to start any captures on that context.
- If a User Profile is deactivated, that user will not have access to start any captureson any of the Contexts in your organisation.
When the deactivated object is activated again, all the access that was in place at the time of deactivation, will be reinstated.
It is worth noting that any changes made in the Snapcap portal will only sync through to the capture app the next time it has a connection to the internet. E.g. a user that is busy capturing while offline will be able to continue doing so, even if their User Profile has been deactivated, until such time as they go online again.