10. Users, Teams & Roles
Users
Users are granted access to the system through your organisations Azure AD configuration, or can be added manually.
When editing a user certain fields cannot be modified as they are managed through Azure AD.
If the Users First name and Family name have not been populated from Azure AD then they can be updated manually and saved.
Additional information entered against the user is displayed to other users through the History pages. This information can also be updated by users themselves by the clicking on the user icon in the top right-hand corner and the clicking
Item | Details |
Suspended | Suspends the user from accessing the system. Allows a user’s access to be removed directly within the system. Can also be removed via Azure AD |
Azure roles | The roles the user has been assigned through Azure AD |
Manually assigned roles | The roles that a user has been assigned from within Huume. If a user has Azure roles and manually assigned roles then their access is the sum of all of the roles that they have been assigned |
Teams | The teams that a user has been assigned from within Huume. The teams that a user has access to directly affects the information they are able to view in the system. |
Adding a new user
If the Huume Admin Portal has been granted Admin consent within your Azure AD then you are able to add users and assign them roles in advance of them logging into the system.
If this option has not been enabled then new users are created in the system when they initially access the system. This creates a user account for them but they have no access until they are assigned a Team and a Role. Once these have been assigned to their user account when they log into the system they will see the relevant permissions.
If the Admin consent has been granted then 
allows a new user account to be created manually.
The search field allows you to query your Azure Active Directory for a users name to create a user account for them.
Export
User activity exports can be created for an individual user. This will provide details of all actions undertaken by the user for the specified time frame
Item | Details |
Create a new request to export the activity for the user | |
Download the activity report | |
Refresh the list to show the current state of any requests |
Once an activity report request has been created it may take a few minutes before the file is available for download.
Clicking the Refresh button will show the current state of any requests.
Roles
All roles available in the system are displayed in the Roles list.
Adding a new role
Item | Details |
Name | Used to identify role |
Description | Detailed description of role |
Active | Determines if the role is active and can be used |
Default role for new users | If set the role is automatically added to any new users created. |
Any combination of permissions can be assigned to a role.
The roles have been structured so that an individual user can be assigned more than one role and their access is then equal to the cumulative permissions of all the roles they have been assigned.
The standard roles provided in the system have been structured in this way. For example, the System administrator role only provides access to the system admin functions and not any of the other system functions.
Permission descriptions
Group | Item | Description |
Cases | View and edit (list and form) | Read write access to Case list and Case form |
View only (list and form) | Read only access to Case list and Case form | |
Create actions | Create Actions against Cases | |
Dashboard tiles only | View dashboard tiles created from the Cases list | |
Additional info lists | Access to Case based additional info lists | |
Move applications to another case | Move case strands from one case to another | |
View and edit (form) | Read write access to just the Case form without being allowed to view the Case list | |
View only (form) | Read only access to just the Case form without being allowed to view the Case list | |
Cases: Activity exports | Request case activity exports | Create a case activity export |
View all case activity exports | View all case activity exports that have been created | |
View and download all case activity exports | View and download all case activity exports that have been created | |
View and download own user activity exports | View and download case activity exports created by the user | |
View own user activity exports | View case activity exports created by the user | |
Cases: Bedroom assessments | View and edit | Read write access to Bedroom assessments |
View only | Read only access to Bedroom assessments | |
Create actions | Create Actions against Bedroom assessments | |
Cases: Case reviews | View and edit | Read write access to Case reviews |
View only | Read only access to Case reviews | |
Create actions | Create Actions against Case reviews | |
Dashboard tiles only | View dashboard tiles created from the Reviews list | |
Cases: Exports | Request case exports | Create a case export |
View all case exports | View all case exports that have been created | |
View and download all case exports | View and download all case exports that have been created | |
View own case exports | View case exports created by the user | |
View and download own case exports | View and download case exports created by the user | |
Cases: Financial assistance | View and edit | Read write access to Financial assistance forms |
View only | Read only access to Financial assistance forms | |
Create actions | Create Actions against Financial assistance forms | |
Dashboard tiles only | View dashboard tiles created from the Financial assistance list | |
Cases: Health assessments | View and edit | Read write access to Health assessments |
View only | Read only access to Health assessments | |
Create actions | Create Actions against Health assessments | |
Cases: Homeless (English) | View and edit | Read write access to Homeless applications |
View only | Read only access to Homeless applications | |
Create actions | Create actions against Homeless applications | |
Dashboard tiles only | View dashboard tiles created from the Homeless (English) list | |
Cases: Homeless (Referral) | View and edit | Read write access to Homeless referrals |
View only | Read only access to Homeless referrals | |
Create actions | Create actions against Homeless referrals | |
Dashboard tiles only | View dashboard tiles created from the Homeless referrals list | |
Cases: Housing register applications | View and edit | Read write access to Housing register applications |
View only | Read only access to Housing register applications | |
Add & withdraw bids | Allows ability to add and withdraw bids | |
Create actions | Create actions against Housing register applications | |
Dashboard tiles only | View dashboard tiles created from the Housing register list | |
Grant access to Housed (Outside system) | Allows access to the 'Housed (Outside system) | |
View re-registration data list | View the Re-registration data list | |
Cases: Risk assessments | View and edit | Read write access to Risk assessments |
View only | Read only access to Risk assessments | |
Create actions | Create actions against Risk assessments | |
Cases: Rough sleepers | View and edit | Read write access to Financial assistance forms |
View only | Read only access to Financial assistance forms | |
Create actions | Create Actions against Financial assistance forms | |
Dashboard tiles only | View dashboard tiles created from the Financial assistance list | |
Comms centre | Delete sent messages | Delete sent comms messages |
Contacts | View and edit | Read write access to Contacts |
View only | Read only access to Contacts | |
Create actions | Create actions against Contacts | |
Dashboard tiles only | View dashboard tiles created from the Contacts list | |
People | View and edit | Read write access to People |
View only | Read only access to People | |
Create actions | Create actions against People | |
Dashboard tiles only | View dashboard tiles created from the People list | |
Additional info lists | Access to People based additional info lists | |
View attachments from case only | View person files from the Case | |
Properties | View and edit | Read write access to Properties |
View only | Read only access to Properties | |
Create actions | Create actions against Properties | |
Dashboard tiles only | View dashboard tiles created from the Properties list | |
Edit property during advertising | Allow Property to be updated whilst it is being advertised | |
Properties: Adverts | Approve advert request | Approve a new advert once it has been created Once approved the advert will be displayed on the public portal at the correct point in time |
Approve generation request | Approve a new generated shortlist Once approved the shortlist will be generated by the system | |
Full access | Approve and delete adverts and generated shortlists | |
Withdraw during advertising | Withdraw adverts while being advertised | |
Properties: Shortlists | Approve and accept offers | Access to the Approve Offer, Reject suggested offer, Accept offer, Reject offer and Undo offer buttons |
Make direct match | Generate a shortlist by selecting a specific applicant, by name or reference number | |
Make nominations | Nominate applicants from a shortlist that are then put forward to the landlord. Also allows users to update the Requires nominations field on the Void | |
Make offers | Access to the Offer button on a shortlist | |
Make retrospective bids | Place Bids after an advertising cycle has been completed | |
Suggest offers | Access to the Suggest offer button on a shortlist | |
View full shortlist | View all entries on the shortlist regardless of any nominations | |
View restricted shortlist | View nominated applicants only on the shortlist | |
Undo accepted and rejected offers | Allow rejected offers to be undone and accepted offers to be rejected | |
Properties: Voids | View and edit | Read write access to Voids |
View only | Read only access to Voids | |
Create actions | Create actions against Voids | |
Dashboard tiles only | View dashboard tiles created from the Voids list | |
Edit void during advertising | Allow Void to be updated whilst it is being advertised | |
Additional info lists | Access to Void based additional info lists | |
Public portal accounts | Dashboard tiles only | View dashboard tiles created from the Public portal accounts list |
Allow linking/unlinking to person | Allow portal accounts to be linked/unlinked from Person records | |
Allow manual confirmation | Allow a public portal account to be confirmed by the user | |
View and edit | Read write access to Public portal accounts | |
View only | Read only access to Public portal accounts | |
Allow impersonation | Allow user to login to the public portal as an applicant | |
Notes and alerts | Create alerts | Create alerts for all records user has access to |
Create notes | Create notes for all records user has access to | |
Edit notes | Edit previously created notes | |
General | Edit own profile | Edit own user profile |
View contact details for users | View other Users details when clicking on entries in the audit trail | |
View own user profile | View own user profile | |
Data Retention | Edit organisation data retention policies | Edit data retention policies belonging to your organisation |
Edit system-wide data retention policies | Edit data retention policies for any organisation | |
Edit a record's data protection settings | Edit data protection settings for individual records | |
Request anonymisation for a record | Set a particular record to be anonymised straightaway | |
View job details | View the data retention jobs in the Jobs list | |
Customisation | Customise advert types and display | Access the Advert types administration option |
Customise comms centre | Access the Comms wrapper and Comms template administration options | |
Customise local authorities and areas | Customise the Areas/parishes associated with a local authority | |
Customise private dashboards | Create and customise their own private dashboards | |
Customise shared dashboards | Customise any shared dashboard that has been created | |
Customise shared lists | Customise any shared list that has been created | |
Customise system settings | Customise the system settings | |
Customise system-wide action definitions | Customise the system-wide action definitions | |
Customise website | Access the website administration option | |
Customise workflow and forms | Access the workflow and forms administration option | |
Security: Users | View and edit | Read write access to the Users list |
View only | Read only access to the Users list | |
Security: Teams | View and edit | Read write access to the Teams list |
View only | Read only access to the Teams list | |
Security: Roles | View and edit | Read write access to the Roles list |
View only | Read only access to the Roles list | |
System jobs | H-CLIC quarterly export job | Access to the H-CLIC quarterly created XML files |
Housing Register Renewal jobs | Access to housing register renewal jobs | |
View and edit job details | Read write access to system jobs details | |
View job details | Read only access to system job details | |
Auto Archive Job | Access to auto archiving jobs | |
Security: User activity reports | Request user activity exports | Create a user activity report |
View all user activity exports | View all user activity exports that have been created | |
View and download all user activity exports | View and download all user activity exports that have been created | |
View and download own user activity exports | View and download user activity exports created by the user | |
View own user activity exports | View user activity exports created by the user |
The permissions above control access to the information they are directly related to, as well as other aspects of the system. Access to the following areas of the system are controlled by certain permissions:
Lists
The fields available in the column chooser in a list are controlled by the access a user has to the different areas of the system. For example, if a user doesn't have any ability to view Homeless applications then they will not be able to add any Homeless application fields to the Case list.
Actions
Actions are filtered throughout the system to ensure users can only view those that are associated to the areas of the system they have access to. This covers the Actions list, Case actions list and all Actions pages that are displayed when viewing a single record.
History
History is filtered throughout the system to ensure users can only view entries related to those areas of the system they have access to.
Bids
To see the Bids list a user must have the ability to view Properties: Voids, if not the list is hidden.
Shortlists
When viewing a shortlist the following information is restricted based on a user's permissions:
- Case details & Alerts – only visible if the user has view access to Cases
- People details & Alerts – only visible if the user has view access to People
- Housing Register Alerts - only visible if the user has view access to Housing Register
Teams
All teams available in the system are displayed in the Teams list.
A Team can be assigned a number of different criteria to determine what records within the system can be assigned to it.
Item | Details |
Active | The team can be assigned to users. |
Automatically grant this team access to any new teams | Allows a team to be created that can then automatically have visibility of all other teams data. |
Allow cases to be assigned to this team | Allows cases to be assigned to the team. |
Automatically assign new cases | Automatically assign this team to any new cases created. If more than one team has this set the system will randomly assign cases between them. |
Allow properties to be assigned to this team | Allows properties to be assigned to the team |
Automatically assign new properties | Automatically assign this team to any new properties created. If more than one team has this set the system will randomly assign properties between them. |
Allow support providers to be assigned to this team | Allows support providers to be assigned to this team. |
List filtering
A number of the lists in the system are automatically filtered based upon the teams that a user has access to. These list are:
Case based lists
- Cases
- Case officers
- Housing Register
- Homeless (English)
- Homeless placements
A user can only view those cases, or applications where the case Responsible team matches their assigned team or a team that they have been granted shared access to.
A Landlord can be granted access to Cases, Housing register applications, etc, but can be restricted to only being able to view those applications related to applicants on their shortlists. The Case list will appear empty but they can view applicant details by clicking through from the shortlist.
Property/Void based lists
- Properties
- Voids
- Bids
A user can only view those properties, voids, or bids where the property Responsible team matches their assigned team or a team that they have been granted shared access to.
Action lists
- Actions
- Case actions
A users can only view those actions where the parent record has a Responsible team that matches their assigned team or a team that they have been granted shared access to.
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