Special Function: Category-Level Security

Category-level security allows Lucity administrators to control what types of Work Orders and Requests users can add, edit or delete. When an agency implements this feature, each of its users are assigned permissions for each Work Category. Should a user attempt to add, edit, or delete a Work Order or Request, the system will check the Category listed on the Work Order/Request against the user's permissions to determine whether he or she can perform the desired action.

All of the Lucity users at Metropolis Public Works need access to the Work Orders and Requests modules; however, management doesn't want users from the Sewer Department editing or deleting Work Orders or Requests for the Water Department. Therefore, the Lucity administrator should select all of the Sewer Department users and give them permissions to the sewer-related Categories, but not give them permissions to the water-related categories. Then, when a Sewer Department user views a Work Order/Request with a "Water" Category, he or she will not be able to edit it or delete it.

Category-level security adheres to the module-based rules established in Lucity's Security program. Therefore, if a user does not have permission to add/edit/delete records in the Work Orders or Requests modules, they will they will be unable to perform those actions, even if they have permission to add/edit/delete a records of that Category.

The following Category-specific permissions are granted in the Work Employee Setup > Categories grid.

In order for a user to have category-level permissions their Lucity account must be linked to an active employee record.

Open the Work > Administration > Work Flow Setup > Employee Setup module.
Open the desired user's Employee record.
- If the user does not yet have an Employee record, create one.
  1. In the Work > Administration > Work Flow Setup> Employee Setup module, click the button.
  2. Enter an Employee ID code (required). This value must be unique.
  3. Enter the Employee Name (required).
  4. Select the Status of the employee.
  5. Indicate whether this person is currently considered an Active employee in the Work program.
  6. Record the employee's Lucity Login ID.
  7. Enter the Default Task, if not already populated.
  8. If you checked the Supervisor or Leadworker fields above, select which Notifications, if any, the individual should receive related to Work Requests, Work Orders or PMs.
  9. Complete the contact information, location and emergency contact fields.
  10. Click the button to save the record. The new Employee now appears in the grid.
Enter the user's Lucity Login ID if it is not already present.
Check the Active checkbox if it is not checked.
Click to save the record.
Users must have the General Add, General Edit, General Delete permissions as needed for the Work Order or Work Request modules.

Open the Work > Administration > Work Flow Setup > Employee Setup module.
Click the button to expand the Employee record to which you want to set Category security.
Select the Categories grid and click the button. The Employee Category form appears.
Use the pick-list to choose the desired Category and click Select.
Choose the desired Security level for that category:
- Edit Only
- Add/Edit
- Full (Add/Edit/Delete)
Click to save the record. The Security level is added to the Category you selected for the Employee.

In Lucity Web, click to open the Admin Portal.
Select Settings > Work Options.
- To enable Category-level security for Work Orders, select the Work tab and turn the Use Category Level Security option ON.
- To enable Category-level security for Work Requests, select the Requests tab and turn the Use Category Level Security option ON.
Click Save Changes.

Warning: If Category-level security is enabled and Category-specific permissions are not defined for individual employees, users will only be able to view Work Orders and/or Requests. Therefore, administrators should: 1) configure Employee records and 2) assign Category-specific permissions before changing the Work Options settings in the Lucity Admin Portal.