In-Customer Data Segmentation

When a company has multiple branches, this can mean multiple accounts on our system, resulting in Users having to remember multiple usernames and passwords. Or the alternative, which is having all Users on one account, with access to all Processes and Subject data, regardless of the branch they are from. Both of theses options are not best practice from both a GDPR and data security stand point.

To accommodate these situations, we are implementation of In-Customer Data Segmentation. This will give Admin Users the ability to create and manage "Segments" and assign Users and Processes to each segment. Users will then be able to see all Subjects, Cases and Processes in the Segments they are assigned to.

Users can be assigned to as many or as few Segments as required, and admin Users have access to all Segments by default.

Creating a New Segment

To set up Segments in your account, you just need to do the following:

• Navigate to the Configuration section in the Menu, select Segments.
• Create a new Segment - Give an alternative "DBS employer name" if required

Adding Users to a Segment

To add a User to a Segment:

• Navigate to Users
• Select the User you want to edit
• Choose the Segment(s) you want them to have access to
• Save

This means Users will only have one log in for all branches, and only be able to see the Subjects, Cases and Processes that relate to them.

NOTE - Users with the Admin Permission automatically have access to all Segments

Processes in Segments

Assigning Processes to a Segment is a similar process:

• Navigate to the Process
• Open the "Details" tab
• Select the Segments that require this Process
• Save

Specific Registration Portals can be created for each Segment to. Contact our operations team should you require this.

Starting a New Case in Segments

Start Case Button

To start a new case with Segments enabled, you just need to:

• Click add case as usual
• Enter the Subject details
• Choose the Process you require
• Choose the Segment relating to this Subject (if the process is in more than one Segment)
• Start Case

Registration Portal

Segments can have their own configured registration portal for their Process. The link to these can be found in the Registration Portal tab

All users with access to this Segment, will then be able to view this Subject's Cases and results.

There is also an option in the List Views to filter by Segment, to aid with the work flow of your Users.

Want to stay up to date on our releases? Just keep an eye on the notification bar at the top right of the screen when you log in. We will keep you up to date with new releases and features as they happen.

Alternatively, bookmark this link here for up-to-date release notes.