Account and User Preferences
From DOC
Introduction
This section of the end user guide will explain how to access an account in Tolven and how to change account profiles.
After successfully creating a user-name and password, the system administrator will enable you to gain appropriate account access. Each Tolven account contains encrypted data that can only be accessed by users that are members of that account.
To modify account settings, access the Tolven application Preference settings using the link at the top right hand side of the application.
To see a demonstration of how to add a Tolven user to a specific account, create and allocate roles to a user and restrict access to specific functions or data click here.
Preferences
Preferences are divided into Account and User preferences. The Account settings are used to allow users to gain access to a specific account and to control the level of functionality and access for each user or group of users.
The User settings refer to the individual user’s options.
Account Settings
Account settings enable the system administrator to provide the Account with a meaningful name and to define the default Time Zone and Locale for the account. Time Zone and Locale can be changed by the individual user.
Back Button and Automatic Updates
Account settings can be used to define whether the “Back Button” in the browser is active – and – whether the account is automatically updated to use the latest release of software.
Associating a User with an Account
Access the application preference setting as described above. Select Account User and add the User ID of the user to be added to the account in the box and select the “Add” button.
Removing Users from an Account
Users can be prevented from accessing an account by changing their status to “inactive”. In the "Preference" section, select Account Users". Users can be added using the "Add" functionality, simply input the Users ID and add the user. Once added, users can be deactivated by selecting the individual user from the "Account User List" and selecting the deactivate option.
Role Based Access
Once a user has been provided access to an account, the “Role” associated with the user can be used to control access to specific functionality or information associated with records that are contained within the account.
Adding a Role
Any number of “Roles” can be defined in the Preferences section of the Account management.
Assigning Roles to Functions
Functions and displays in the Tolven applications can be assigned to specific roles. In “Preferences,” select the “Customize Menus” option and then either “Allow” or “Disallow” functions to the roles that have been created (see below).
Account Creation
Authorized users are able to create "new" accounts within the Tolven application. Simply click on the "Create New Account" and select the Account Type (e.g., electronic Personal or Clinician Health Record) and input the name of the Account being created.
If this is a demonstration account, the Data Generator can be used to create patients within the account that have simulated clinical data. If this is an account to be used for real patient data, it is recommended that demonstration patients not be added to the account.
Account Selection
When users authenticate themselves with the Tolven application successfully, they are provided with a list of accounts to which that have access. The “Account Selection” screen provides information relating to the last time the user accessed a specific account.
Password Recovery
Once the user-name and password have been created successfully, the capability to reset the password can be set up by using the “Back Up” password functionality in the Preferences. By selecting a question from the list provided users can use the “forgotten password” link on the Tolven application “Home Page” to reset their password.
User Preferences
Each user has the ability to override a certain number of Account preferences such as Time zone and Locale. In addition to this, users can upload a picture and set the default account that they are logged into when accessing the applications.
Locale
Individual users can set their preferred “Locale.” If a translation file exists for the “Locale” selected, the application data will appear in the language associated with the selected local.
The Tolven applications are packaged with the “Locale” of “English_United_States” as the default setting. An additional “Locale” called “I18N_Test_US” is also part of the standard implementation. Selecting this “Locale” will show the effect of translation.
