File Access Overview

The files to which you have access is determined by your administrator through a combination of the roles assigned to your user profile, the scope of files to which you have access, and your level of interaction with those files. For files within your scope, your administrator determines if you have complete, follow-up, or read-only access. In the RL6 default installation, users have access to the following types of files:

• Owned FilesThe electronic record created when a user submits an incident report, such as a fall or medication error, or when a patient provides feedback. Some organizations refer to files as events, reports, or cases. – when you create a file you are defined as its current owner. Ownership can be reassigned later in the file’s lifecycle. Typically, users will have complete access to files that they own. See Modifying a File's Status or Ownership for more information.
• Granted Rights – when a file falls outside your scope, another user may temporarily grant you access to the file. This user determines if the file is read-only or if you are limited to adding follow-up details. See Granting Users Access to a File.
• Files Associated with TasksA unit of work, such as a follow-up, review or request for information, which can be tied to a specific file. – if someone assigns you a task for a file that normally falls outside your scope, you gain access to the file until the task has been completed.
• Incomplete Files You Created – when you use the Save as Incomplete function from a submission form, the file enters the state Incomplete. By default you have complete access to these files.

The following diagram illustrates how file access works:

1. 

   ScopeThe files to which you have access. – based on your scope settings, users get access to files that meet a set of criteria defined by their administrator (typically the event location). In this example, the user has access to a specific site, including its subordinate service areas and departments.
2. Owned Files – files can be assigned to anyone in the organization, even if it falls outside of their scope.
3. Tasks – if tasks are created for you that are associated with files outside your scope, you get access to those files.
4. Granted Access – file managers can grant anyone access to a case for a temporary period of time.