ServiceXG Basics

Determine system access levels

This topic will help you plan for security access. Before you add new roles to the system, first determine the roles you need and the access required to session Work type impacting the menu items and information available ( e.g. Home, Member, Claims, etc.)., functions, and subtabs within functions. Often roles are based on job titles or a work flow.

• List categories of users (i.e., claims examiners, pension processors, service representatives, etc.)
• Decide which processes each user category needs to perform their job duties.
• Determine the security level required. For example, a service representative might need to access claims information to answer inquiries, while not needing to process claims. Specific service representatives might need access to certain funds, groups, or locals and be restricted from others.
• Identify a backup person for any process that are typically performed by only one person. For example if one person is responsible for adding new members, a backup person should be trained and given clearance.

Plan session level access first

Determine the session access levels first. Restrict access to a session and all functions in a session (None) or set access for a session (Display, Add, Update, Delete).

A session access level will automatically apply to all functions within that session. You can change the function access levels individually if necessary.

• If a session level access is set to None, then the role won't have access to any functions within that session. In other words, if Jane User has an Access Level of None for the Member session, then she can't access Member Information, Member Status Dates, etc.
• If a role has a Display Access Level (or any of the other access level) to the Member session, then they have access to member functions according to the access level set for the function.
• Session access will also affect access to the Correspondence tied to the session. For example, if Jane User can't access the Member session then she won't be able to access member session communication or correspondence.

Refer to the following bullets for required special setup:

• To add a new member or employer from the Member or Employer menus or Search, the role must have access to the appropriate (member or employer) session as well as Add or greater access level to the Member Information or Employer Information functions.
  • To add a member, the role must have access to the Member session and at least Add access to Member Information.
• To add a new dependent from the Dependent menu or Search, the role must have access to the Dependent session as well as Add or greater access level to the Dependent Information function and the Dependent Information Demographics subtab.

Plan function level access

1. For each session a role can access, determine the functions within that session the role should access.

   • If a role has the function Access Level set at None, then the same access applies to the function's subtabs and features.

   • Classic session functions can only be set to Display or None.
   Note: Not all access levels are available on every function or tab.
2. For functions that have subtabs or features, determine the access level. Generally, subtabs are independent of each other, but there are exceptions.
   • If one subtab depends on another for data, the access levels for all dependent subtabs will also update to match that level.
     • Example: in the Member Status Dates function, the Compensation subtab is dependent on the Member Status Dates subtab. If you change the access level for the "main" subtab, the access levels for all dependent subtabs update.
   • If all subtabs for a function have the access level set to None, then the entire function access level will be None as well.
   • Where you can select an access level that doesn't apply to a function, the next lower access level will apply.
     • Example: in a summary screen that's read only, you select the Add access level for that function, the access will be treated as Display.

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