Sharing Settings
For PCA Users:
By deaful any new objects created are public this is a normal behaviour, once the object has been saved, you will need to return to the Program List (Home) locate the program, click the 3 dot menu and select sharing option to update settings/sharing.
This interface allows users to define access privileges related to the Program to Users and User Groups. If the user possesses the required permissions for the Program, the sharing settings associated with the Program can be updated in several ways. To update the program sharing settings, click on the "Sharing Settings" option in the program menu.
...
Sharing Settings option is located in the three-dot menu for every Program.
After selecting this option, the Sharing Settings Dialog will appear.
...
Sharing Settings pop-up window.
The window contains the following elements:
Name and creator of the selected Program.
List of Users and User Groups who have access to this program. It also displays the permissions that each user has.
Permissions list for each User and User Group. This section allows for quick editing of the current permissions in the program.
When clicking the permission icon a menu is displayed where new permissions can be selected.
When clicking the X icon, the permission is removed from the Program.
...
Permissions menu displayed when changing the sharing settings of Users and User Groups.
...
Add users and user groups: If the user needs to add a new user/group. The user can start entering the name. The System will start auto-suggesting the users/user groups. Users also need to select the permission they want to provide this user/ user group and then at the end, need to click 'Assign' to assign them the access.
...
| Note |
|---|
Sharing Permissions - Default Behaviour: Please be advised, if your DHIS2 User Account allows you to create public objects, the programs and their metadata will set as Public by default. If the new object you created needs to be restricted to only certain User Groups/Users, please follow the steps below to make changes to the Sharing Settings. |
The sharing permissions of a program and its related metadata can be adjusted in DHIS2 to ensure that users who capture and analyse data can read the metadata, but minimize the risk of unauthorized changes. By setting sharing permissions on a program and its related metadata, the scope of users who can do data entry can be controlled.
...
Updating Sharing Settings
To update the sharing settings, you must be logged in to DHIS2 and on the Program Config App Home page (List of programs).
To access the Sharing Settings,click the (1) Three Dots on the right-hand side of the relevant Program to open the dropdown menu, next click on (2) Sharing Settings option as shown below.
...
| Info |
|---|
Please note if you do not have sufficient DHIS2 User Account Access you will not be able to make change and the message presented in the Image 2 will be displayed. |
...
Navigating Sharing Settings
| Info |
|---|
Please ensure you are working on the correct Program before making changes to Sharing Settings. |
At the top of the Sharing settings window you are presented with the name of the Program and the Creator, please ensure this is the correct program before making any changes. Example (See image 1).
...
The lower part of the Sharing settings window displays all the Users and/or User Groups that have been provided with access to the Program if you do not see any Users or User Groups you can add them, we explain how in the next sections of this document.
In the image below (Image 2) we have highlighted the text and icons that represent the level of permissions assigned to the User Groups.
...
To edit a User or User Group permissions, simply click on the relevant icon to open the pop-up menu as shown (Image 3), to remove a User or User Group click the X on the relevant row.
...
Permission menu: You can click the Permission icon to show the corresponding Permission menu. You can change the Metadata and Data permission from this menu.
...
Adding New Users and User Groups
...
To add a new User or User Group, follow the steps below:
Click on the text area (1) and start typing, you will be presented with a list of all Users and User Groups available, click the relevant one to add.
Click on the eye icon (2).
The pop-up window with three options will appear; select the appropriate settings.
To complete the process, click on the button to Apply the changes (4).
You will need to add Users and User Groups manually one-by-one.
...
Saving Changes
You have the choice of one of the following settings, you can access the list of options by clicking on the dropdown arrow and selecting the relevant setting from the dropdown menu (See Image 5);
Program Level
Program & Program Stages
Program, Program Stages & Data Elements
| Info |
|---|
Please note, when you make a selection from the dropdown list, it will be applied immediately without any further user input or confirmation. |
If you are updating a HNQIS2 Tracker the default Permission setting is automatically set to:
APPLY TO PROGRAM, PROGRAM STAGES & DATA ELEMENTS.
If, however, you are updating an HNQIS2 Program you will need to decide which option to apply
Merge, Append or Replace settings
...
| Info |
|---|
Unlike DHIS2, here you need to ‘Apply’ to save all the changes you have made. |
Applying Settings
This option is only shown on HNQIS2 Program, not Tracker and Event Programs. See Image 6
...
Overwrite Existing Behaviour:
If this checkbox is selected, the system will remove all the other permission and replace them with the selected users/ user groups and their corresponding permissions. Whereas, if it is not selected, the new users/groups will be appended
...
to the existing list
...
Apply the settings: The user can either apply this sharing setting, just to the Program Level, Program and Program Stages or Program, Program Stages and Data Elements level. Users can select the required level by selecting the dropdown arrow on the button.
...
> Note: Unlike DHIS2, here user needs to click 'Apply' to save all the changes that were made.
...