Visibility Profile Configuration

Not all of the areas and functionality in Applied Epic may be relevant to your organization’s business or to the responsibilities of particular users. You can simplify and streamline users’ view of the system by showing and hiding specific items in the navigation panel, options bar, and menubar.

Restricting visibility is not the same as configuring Security Options. Although you can control access to various areas and functions using security options, the navigation options for restricted areas remain on the screen, leading to a cluttered view for users who might never need to access them. Conversely, if you hide the navigation options for a particular area from a group of users, they may still be able to access it in other ways (for example, through a myEpic workflow).

Set up Visibility profiles to hide specific areas and objects from individual users or security groups. For each profile, you must define both the Hidden Areas and the Members of the group to which it applies.

Two types of profiles are available:

• Open: If a user is a member of multiple Open profiles and an area is hidden on one profile but not on another, the area displays for that user.
• Closed: If a user is a member of multiple profiles and any of those profiles is Closed, no areas hidden in the Closed profiles will display for the user (even if they are not hidden in the overlapping Open profiles).

This means that if the General Ledger is visible on Profile 1 (open) but hidden on Profile 2 (open) and Profile 3 (closed), it will display for a user assigned to Profile 1 and Profile 2. It will not display for a user assigned to Profiles 1, 2, and 3.

You can hide the following items in a Visibility profile:

• Options Bar buttons
• Options Bar dropdown options
• Menu Bar buttons
• Menu Bar dropdown options
• Navigation Panel areas and sub-areas
• System items (items that are common to many areas, such as Real-Time and SMS)

Note: You cannot hide any elements from Enterprise Admins using any profile, including the System-Wide profile.

The On Demand Visibility Detail Report available from this area enables you to view and print information about all profiles, areas, or members.

1. From the Home screen, do one of the following:
• Click Configure on the navigation panel.
• Click the down arrow next to Home on the menubar and select Configure.

• Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

• Click the down arrow to the right of the Home options bar button and select Configure.

• Click Home > Configure on the menubar. The Configure screen displays.

2. Click Security in the navigation panel or Areas > Security on the menubar.

3. Select Visibility.
   
   You can do the following from here:

• Manage the System-Wide Visibility Profile

  The predefined System-Wide Visibility profile cannot be deleted. It defaults as Closed and cannot be changed to Open. Areas hidden using this profile will be hidden for all users and groups (except Enterprise Admins). Use this profile to hide any functionality that your organization as a whole has opted not to use.
  
  This profile initially contains no Hidden Areas. This means that if there are no areas you intend to hide from all users in your organization, no changes to this profile are necessary.

  To add Hidden Areas to the System-Wide Visibility profile, do the following:

  1. Select System-Wide Visibility in the Visibility Profiles list and do one of the following:
  • Click the Edit button to the left of the list.
  • Double click the profile.
  • Press [Enter].

  2. To select the areas to hide in this profile, click the Add button to the Hidden Areas list to add or edit areas to be hidden.
  3. The Select Area screen displays. Select an Area from the list on the left to filter the list of Available Areas in the list on the right.

  4. Select the Items you wish to hide in the Available Areas list and click the single down arrow button to move them to the Selected Areas list. Hold the [Ctrl] or [Shift] key while clicking on items to make multiple selections. To move all items to the Selected Areas list, click the double down arrow button.
     To remove an item from the Selected Areas list, click on the item and click the single up arrow button. To remove all items from the Selected Areas list, click the double up arrow button.

  5. Make selections for other Areas in the Area Visibility list as needed.

  6. Click Finish to add the Selected Areas to the Hidden Areas list, or Cancel to discard your changes.

  7. To remove any Hidden Areas added in error, select an area and click the Delete button to the left of the Hidden Areas list.

• Add a Visibility Profile

  In addition to the System-Wide Visibility profile, you can create user-defined profiles to restrict visibility for specific security groups and/or users. For example, you may want to hide system areas that do not pertain the job responsibilities of users in a particular role, or temporarily limit the areas visible to new hires. You can add groups and individuals to the same profile if necessary. See Group Security Configuration for more information on setting up security groups.

  Any areas already hidden in the System-Wide Visibility profile display in bold red text when you select areas to hide in another visibility profile.

  To create a user-defined Visibility profile, do the following

  1. Click the Add button to the left of the Visibility Profiles list.
  2. Enter a Description for the profile.
  3. Select the Open or Closed radio button to determine how the profile will interact with other profiles.
  4. To select the areas to hide in this profile, click the Add button to the left of the Hidden Areas list. The Select Area screen displays. Do the following:
  1. Select an Area from the list on the left to filter the list of Available Areas in the list on the right.
  2. Select the Items you wish to hide in the Available Areas list and click the single down arrow button to move them to the Selected Areas list. Hold the [Ctrl] or [Shift] key while clicking on items to make multiple selections. To move all items to the Selected Areas list, click the double down arrow  button.
     To remove an item from the Selected Areas list, click on the item and click the single up arrow button. To remove all items from the Selected Areas list, click the double up arrow button.
  3. Make selections for other Areas in the Area Visibility list as needed.
  4. Click Finish to add the Selected Areas to the Hidden Areas list, or Cancel to discard your changes.
  5. To remove any Hidden Areas added in error, select an area and click the Delete button to the left of the Hidden Areas list.
  6. To select the Members to whom this profile applies, click the Add button to the left of the Members list. The Add Members screen displays. Do the following:
  1. Select a radio button to add Security groups or Security users.
  2. A list of Security groups or Security users display. Use the search bar to narrow the list if necessary.
  3. Select the checkbox for each group or user you wish to add to the profile.
  4. Click Add to add the selected groups or users and add additional groups or users. You may change your radio button selection after clicking Add, to add both groups and users.
  5. Click Finish when you have added all necessary groups and users.
  6. Click Cancel to discard your changes.
  7. To remove any Members added in error, select the Member and click the Delete button to the left of the Members list.
  8. Click Add to create the new profile and add another.
     
     Click Finish when you have added all profiles.
     
     Click Cancel to exit the workflow without saving changes. You are prompted, “Do you want to discard changes?” Click Yes.

• Edit a Visibility Profile

  1. Select the profile.
  2. Click the Edit button to the left of the Visibility Profiles list to make changes to the selected profile.
  3. Edit the Description of the profile if necessary.
  4. Update the Open or Closed radio button selection if necessary.
  5. Edit the Hidden Areas if necessary:

  1. Click the Add button beside the Hidden Areas list

  2. The Select Area screen displays. To hide additional areas, move them from the Available Areas list to the Selected Areas list.
     
     To make a hidden area visible to members of the profile, move it from the Selected Areas list to the Available Areas list. Click Finish when you have made the necessary changes.

  3. To remove hidden areas from the profile, select an area in the Hidden Areas list and do one of the following.

  • Click the Delete button to the left of the list.

  • Press [Delete] on your keyboard.
  • Press [Ctrl] + D.
  6. Edit the membership of the profile if necessary.
  1. To add additional members to the profile, click the Add button to the left of the Members list. On the Add Members screen, select additional groups or users and click Finish.
  2. For detailed instructions on adding members, see the “Add a Visibility Profile” section above.
  3. To remove members from the profile, select a user or group in the Members list and do one of the following.
  • Click the Delete button to the left of the list.
  • Press [Delete] on your keyboard.
  • Press [Ctrl] + D.
  7. Click Finish to save your changes or Cancel to discard them.

• Activate/Inactivate a User Defined Visibility Profile

  You can inactivate a profile you no longer intend to use or reactivate an inactive profile. The System-Wide Visibility profile cannot be inactivated.

  1. Select the Visibility profile in the list.
     
     Note: To reactivate a profile, you must first click the Include Inactive link label in the header to display inactive profiles in the list.
  2. Click Actions > Activate/Inactivate on the options bar or menubar.
  3. You are prompted to confirm the action. Click Yes.

• Copy a Visibility Profile

  You can use the Copy Profile action as a shortcut to create multiple profiles with similar Hidden Areas or Members.

  Note: If you copy the System-Wide Visibility profile, the copy will be a user-defined profile. Only one System-Wide Visibility profile is allowed.

  1. Select the Visibility profile in the list.
  2. Click Actions > Copy Profile on the options bar or menubar.
  3. The Copy Profile Settings To window displays.
  4. Select the checkbox(es) to copy the profile’s Members and/or Hidden Areas to the new profile.
  5. Enter a Description for the new profile.
  6. Click Finish to create the new profile, or Cancel to discard your changes.