Sharing Permissions - Default Behaivour:
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 analyze data can read the metadata, but minimize the risk of unauthorized changes. The scope of users who can do data entry can be controlled by setting sharing permissions on a program and its related metadata.
Updating Sharing Settings
To update the sharing settings, you need to be logged in to DHIS 2 and on the Program Config App Home Screen (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 as shown below.
Please note if you do not have sufficient DHIS 2 User Account Access you will not be abe to make change, you will be presented with the following message:
Navigating Sharing Settings
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.
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 (Screenshot 1) 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 (Screenshot 2), 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 by simply click in the text area (1) and start typing where you will be presented with a list of all Users and User Groups available, click the relevant one to add.
To set the permissions, click the eye icon (2) which will open the pop-up window with options (3), and select the appropriate settings.
To complete the process click (4) button to Apply the changes, please see below for full details on applying changes.
You will need to add Users and User Groups one-by-one.
Saving your changes
You can either apply these settings just to the ‘Program Level’ or ‘Program & Program Stages’ or ‘Program, Program Stages & Data Elements’. You can click on the dropdown arrow and select the required level from the dropdown menu.
The default option is always APPLY TO PROGRAM, PROGRAM STAGES & DATA ELEMENTS.
Unlike DHIS2, here you need to ‘Apply’ to save all the changes you have made.
Applying your settings
Overwrite Existing Behavior:
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 users/groups will be appended with the existing list.
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