Last Updated 9/4/2014

Giving Non-Employees Access to Selected Job Information

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Sometimes, you may want to make selected job information available to people who aren’t employees. For example, you might have adjustors or subcontractors who need to see information about the jobs they are associated with. You can now give these people access to Chronicle with a security level of 1 (one); when they log in, they will only see selected tabs and only information about the jobs they are associated with.

Getting Set Up to Give Chronicle Access to Non-Employees

1.

On the People tab, find the person you want to give access to.

(If the person isn't already in Chronicle, add them as you would any other person.)

2.

Double-click the person's name; this takes you to the Person File screen. (Show/hide screen)

You can also select the person, click Go, (highlight Person if working with a customer), and click Open Person File.

3.

On the General tab, from the security level drop down set the security level to 1 (one).

This will give this person access to Chronicle. Chronicle This can also reset this person's password to the default password of the first name. If they previously had access to Chronicle and knows his/her old password you can leave the old password in place. Later if you wish to change the password, go to the person options to the right of the person file and select Reset Password. Only a level 7 can make this change.

4.

On the General tab, make sure the person is associated with the correct organization. If you need to, you can click the Associate New button to associate them to an organization.

Non-employees can only see jobs that they and/or their organization is associated with. For example, if a non-employee is associated with the State Farm Insurance organization, then that person would be able to see jobs associated with State Farm, but not any other jobs. Or if the job was just associated to them and not their organization then they would see that job in the list.

5.

Give the non-employee the assigned password and also let this person know the external IP address for your Chronicle server.

Your network administrator can tell you what this address is if you don't know it.

6.

Have the person install Chronicle on his/her computer, using the IP address you provided.

7.

Have the person Log into Chronicle.

Non-Employee View of Chronicle

Depending on the settings you have chosen, when a non-employee enters Chronicle, many of the tabs are hidden; the screen looks like this:

Home: Gives access to the RSS feed and a few Tools; most tools are not available to non-employees.

Email: Shows email that has been sent to the person.

Scheduler: Non-employees can only view their own calendar or employee calendars on the Scheduler tab; and they can add events but not edit events

Tasks: Non-employees can only view their own tasks. This can be relevant for subcontractors if you are using the Tasks list to communicate what needs to be done and get confirmation on what is completed.

Jobs: Shows only those jobs related to the organization the person is associated with or jobs the non-employee is associated to. The Active Jobs button refreshes the job list.

Activities: Gives access only to activities that are associated to their jobs.

Customizing the Job Panel for Non-Employees

When non-employees go to the Jobs tab, what they see is controlled by the settings in the Main System Setup for the non-employee view of the Job InfoPanels. See Customizing Panels for help changing what is on this panel.

Ongoing Entry: Controlling What Information Non-Employees Can See

Associate Jobs with Organizations: Since non-employees can only see jobs that are associated with their organization or themselves, it's important that you associate each job with the correct organization.

Use Appropriate Security Levels: Non-employees with access to Chronicle typically have a security level of 1 (one). Journal entries, documents, and surveys default to security level 2, which means that people with a security level of 1 (one) won't be able to see them. If you have particular journals, documents, and surveys that you want the non-employee to see, you must choose to assign these items a security level of 1 (one).

What Non-Employees Can Do

Non-employees can add journal entries, fill in job survey questions, and add documents related to a job. They can also add calendar events for themselves. (This is useful if you've asked a subcontractor to schedule his work on your jobs on the calendar so you know when he will be where and when various activities should be completed.)

Non-employees may also be able to mark selected activities as complete. (In the activity template setup, in the Rules/Security options, you can control what security level is needed to move an activity (for example, to move it from the active to the completed column). If you want subcontractors to be able to mark certain activities completed, you would set a security level of 1 for those activities in the template; the non-employee would not be able to move activities with higher security levels. )