HealthShare Personal Community Workbench Management User Guide
1. Overview
This guide describes how to manage Workbench users and Workbench administrators. Workbench users and administrators perform various tasks, such as providing services to members and performing various administration activities for Personal Community. The roles assigned to each user in the Workbench determine which tasks that user can perform.. This section describes tasks associated for managing Workbench users and administrators, as well as the roles that enable them to perform administration tasks.
2. Creating or Modifying a Workbench User
IMPORTANT
In order to manage and use the Workbench, there must be at least one Workbench user who holds all possible roles and can perform all possible actions. This type of user is known as a Workbench administrator. When performing initial setup, you must create a Workbench administrator, who can then perform the full scope of management tasks for Personal Community. To create a Workbench administrator, follow the instructions in the next section for creating a Workbench user; where noted in the procedure, give the administrator all possible privileges.
A Workbench administrator is a HealthShare Workbench user who holds all possible privileges — equivalent to a super user.
To create a Workbench administrator:
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Log in to the Workbench as _SYSTEM, Admin, SuperUser, or the user who performed the installation, at http:// <hostname> / <workbench-web-application> /HSPortal.Workbench.UI.Home.zen .
The password for each of these users is the one that you established in the installation program.
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Within the Workbench, go to the Workbench Users page:
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Select the Setup tab.
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In the left pane, select User Management .
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On the Workbench Users page, select Create User Account . This displays the Create User Account page.
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On the Create User Account page , complete the fields as follows:
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Login Domain — The authentication domain for Workbench users, as specified on the Site Configuration page.
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Login ID — Required. The value that the user enters to log in to the Workbench. Each user ID can potentially have multiple login IDs, one for each authentication domain.
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User ID — Required. The user’s identifier as displayed in the Workbench and that is a unique identifier in the Unified Care Record user registry. It need not be the same as the login ID.
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Description — Optional. Text associated with this account.
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First name — Required. The first name of the Workbench user.
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Middle name — Optional. The middle initial or middle name of the Workbench user.
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Last name — Required. The last name of the Workbench user.
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User enabled — Whether or not the account is activated. The administrator must be enabled.
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Change password on next login — Optional. Whether or not the administrator must change their password from the initial or current one.
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Password and Confirm password — Required. The password associated with the account, entered twice to confirm it.
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Full Workbench Administrator — A role granting the complete and maximum set of privileges that a Workbench administrator can hold, aside from processing tasks. Hence, granting the user this role grants the user all other roles except for Task Processing (which is also required) and Dashboards and Reports Administrator. For more information about Workbench roles, see the section “About Workbench Roles” in the guide Configuring HealthShare Personal Community.
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Task Processing — A role granting the ability to perform activities on the Tasks tab. This role is required for a Workbench administrator.
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Dashboards and Reports Administrator — A role granting the ability to view all data associated with Personal Community operational reporting.
IMPORTANT
This is a highly privileged role, as it provides access to reporting data for all organizations and clinical groups. Note also that this role differs from the Dashboards and Reports role; the Dashboards and Reports role, which is part of the general Workbench roles, grants only access to the Dashboards page.
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Access to Clinical Group Dashboards — The clinical groups for which the Workbench administrator can view reports.
If a Workbench administrator has all possible privileges, this field must list all clinical groups. However, clinical groups must exist before you can grant access to them. Hence, as you add clinical groups to Personal Community after you create the Workbench administrator, add the groups to this list so that the administrator can view meaningful use reports on them.
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Access to Organization Dashboards — The organizations for which the Workbench administrator can view meaningful use reports. To grant a Workbench administrator full privileges, include all organizations in this field.
If a Workbench administrator has all possible privileges, this field must list all organizations. However, organizations must exist before you can grant access to them. Hence, as you add organizations to Personal Community after you create the Workbench administrator, add the organizations to this list so that the administrator can view meaningful use reports on them.
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Select Create User to create the Workbench administrator.
Once you have created a Workbench administrator, the administrator can start configuring features.
3. Disabling a Workbench User
You can disable a Workbench user in the Workbench, which makes the account inactive but does not remove it. To do this:
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Log into the Workbench as a Workbench administrator.
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In the Workbench, go to the Setup tab.
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In the Setup tab’s activity pane, select User Management . This displays the Manage Workbench Users page.
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On the Manage Workbench Users page, select the user to disable from the list. This displays the User Account Details page for the user.
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On the User Account Details page, clear the User enabled check box if it marked; if it already cleared, the Workbench user is already disabled.
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Select the Update User button at the bottom of the page.
4. Configuring Workbench User Password Reset
You can configure Personal Community to support password reset. When password reset is enabled:
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If a Workbench user attempts to log in with a password that is not valid, the login fails and the Workbench displays a Reset Password button.
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When the Workbench user selects this button, Personal Community prompts them with their challenge question.
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After answering the challenge question, the Workbench user can reset their password.
To enable password reset for Workbench users, set up the Unified Care Record Registry as follows:
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Add HS.Registry.Person.User.PWEmailOperation to your production and configure it as described in the section “ Enabling the Forgot Password Workflow with the HealthShare Login Page for Instance Authentication ” in the Securing Unified Care Record Instances guide.
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Define users with an email address, a challenge question, and a challenge answer in the HealthShare user registry.
5. About Workbench User Roles
Role | Description |
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Full Workbench User |
This role is for Workbench administrators. These are users who can perform all tasks associated with the Workbench. It includes the ability to perform all tasks that the Workbench supports and access to the entire Workbench user interface. Having the Full Workbench User role is equivalent to having all the Workbench’s other roles. Selecting this role’s check box selects all the other roles except for Task Processing; clearing this role’s check box clears all the other roles except Task Processing and Dashboards and Reports Administrator. |
Workbench Account Manager |
This role is for Workbench users who create, enable, manage, and disable Workbench users. It is also for Workbench users who assign agents to workflows. Users with this role can view and perform the following actions on the following tabs:
Note that a user with role has the ability to give up this role. |
Member Account Manager |
This role is for Workbench users who create, enable, manage, and disable Personal Community member accounts. Users with this role can view and perform the following actions on the following tabs:
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Patient Data | This role is for troubleshooting purposes only. |
Configuration Manager |
This role is for Workbench users who perform configuration activities for the Personal Community and Workbench sites. Users with this role can view and perform the following actions on the following tabs:
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Direct Enrollment User |
This role is for Workbench users who perform point-of-care enrollment for patients to join Personal Community. Users with this role can view and perform the following actions on the following tabs:
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Personal Messaging |
This role is for Workbench users who send direct messages to and receive them from Personal Community members. Users with this role can view and perform the following actions on the following tabs:
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Provider Manager |
This role is for Workbench users who:
Users with this role can view and perform the following actions on the following tabs:
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Dashboards and Reports | This role is for Workbench users who view operational reports on the Dashboards tab, including meaningful use dashboards. It provides access to only those operational reports for which you have privileges. It also does not grant access to data in the dashboards or to meaningful use reports. |
Translation manager |
This role is for Workbench users who specify system-wide mappings of terminology, including terminology related to basic patient information and medical tests. Users with this role can view and perform the following actions on the following tabs:
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Form Manager |
This role is for Workbench users who are responsible for creating and managing forms. Users with this role can view and perform the actions on the following pages:
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Task Processing |
Note If you are creating a fully-privileged Workbench administrator, select this role. This role is for Workbench users who process and perform tasks associated with Personal Community workflows. Users with this role can view and perform the following actions on the following tabs:
Note that this privilege allows the Workbench user to perform tasks that they are assigned or that they can claim on the My Tasks page. The tasks that are available to Workbench users on the My Tasks page depend on the workflow groups for which they are agents. To make a Workbench user an agent for a workflow, use the Manage Groups or Manage Agents menu choices on the Tasks tab, |
Dashboards and Reports Administrator |
This role grants a Workbench user the ability to view all content on the Dashboards tab. Such users have full access to the Workbench dashboards for operational reporting, as well as the meaningful use dashboards and reports. Note This role grants more comprehensive access to the Dashboards tab than the Dashboards and Reports role listed above. |
Access to Clinical Group Dashboards | This field allows you to specify the clinical group dashboards that are available for Workbench users who can view dashboards and reports (through the Dashboards and Reports role). In this field, specify the clinical groups for which the user can perform these actions. |
Access to Organization Dashboards | This field allows you to specify the organization dashboards that are available for Workbench users who can view dashboards and reports (through the Dashboards and Reports role). In this field, specify the organizations for which the user can perform these actions. |
Permission to Send Messages on Behalf of Clinical Groups |
If personal messaging is enabled for a user, you can further enable that user to send messages on behalf of active providers within the clinical groups you specify here. If a provider is inactive, no messages may be sent on behalf of that provider. Note Patients can reply to messages that are sent by Workbench users. These replies are routed as follows:
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6. Available Content Files
The following content files relate to messaging, which you may wish to update:
Content Files for the Public Application
Application Page | Content File |
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Disclaimer | content-messages-disclaimer |
Inbox | content-messages-inbox |
Sent | content-messages-sent |
Archive | content-messages-archive |
New Message | content-messages-types |
Help Files for the Workbench
Tasks
Application Page | Content File |
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Manage Workflow Groups | help-area-tasks-groups-manage |
Manage Tasks for a Group | help-area-tasks-groups-tasks |
Tasks → Details | help-area-tasks-groups-task-details |
Tasks → Details → Transfer | help-area-tasks-groups-agentlist |
Agents | help-area-tasks-group-agents |
Agents→ Details | help-area-tasks-group-agent-details |
Add Agents | help-area-tasks-all-agentList |
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help-area-tasks-agents-manage |
Agent Details | help-area-tasks-agents-manage-details |
Agent Details → Add Group | help-area-tasks-all-groupList |
Details → Selected Group → Agent Membership Details | help-area-tasks-agent-membership-details |
Messages
Application Page | Content File |
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Inbox | help-area-messages-messages-inbox |
Inbox Message Details | help-area-messages-messages-inbox-detail |
Inbox Message Details → Compose Reply | help-area-messages-messages-reply |
Outbox | help-area-messages-messages-outbox |
Outbox Message Details | help-area-messages-messages-outbox-detail |
Compose New Message | help-area-messages-messages-compose |
Compose New Message → Member Search | help-area-messages-memberSearch |
Compose New Message → Load Form | help-area-messages-select-form |
6.1. Updating Page Content Related to Messaging
To modify page content:
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In the Workbench, enable the setting that displays the source file for each page’s content in the public application:
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Log into the Workbench as a user with the
Configuration Manager
role. -
Go to the Site Configuration Settings page ( Setup > Site Configuration ).
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In the Content Settings section, select Highlight Personal Community content .
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Select Apply .
This is also known as enabling content highlighting or enabling the debug flag .
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If there is not already a custom copy of the content file, copy the existing file from
<hspc-home>/base/content/en/
to
<hspc-home>/custom/content/en/
Note
If such a file already exists, do not create a new copy, as this may overwrite any customizations your organization has already made in it.
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Edit the custom copy of the file as required for your organization.
Note
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If this is a right to left language, the files should contain:
<html dir= "rtl" ></html> The customer would then put their content within the tags.
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Refresh the content for your organization's site.
6.1.1. Refreshing Page Content
To refresh content:
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Log into the Workbench as a user who has the
Configuration Manager
role. -
Go to the Content tab.
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On the activity pane, select Content Updates . This displays the Content Updates page.
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On the Content Updates page, choose Refresh Content .
This updates every aspect of each application to display the custom content, including text, images, and so on.
If changes are not visible after you refresh content, you may need to clear your browser cache.