User Visibility in Look-up Lists

This article mainly caters to Enterprise accounts, which allow grouping Organisational Units in separate Facilities.  However some of the information is relevant in standard iPassport accounts, which in essence have only one facility.

The visibility of users on look-up lists can be based on different conditions.  In some cases, a permission is needed to appear on a list, in others, the 'Home OU' dictates if someone should appear, and in some cases the facility sets the boundary, so only users of the same facility are displayed.

Here is a list of instances:

Administration

• User Groups → 'Users' tab  → "Add User to Group" pop-up window
  • Facility-based — users whose facility is in the current user's allowed facilities; the user needs the permission, 'Groups:Edit Groups' in one of the OUs of the target facility.

Personnel Management

• Staff Profiles → 'Search Staff' tab → 'Search' field - 
  • Permission + Facility + OU — allowed facilities via search permissions; the user needs the permission, 'Staff Records:Search Staff Records' in the Home OUs of the target facility. ('Staff Records:Search Staff Records'); the system defaults the search OU to the current user's Home OU.

Laboratory Management

• Distribution Lists → 'Members' tab → "Add New Member" pop-up window - 
  • Privacy + optional OU — filtered by contact privacy settings and optionally by staff member's Home OU (by selecting an OU from the 'Staff Home OU' dropdown menu).

Competency

• Assign Tests → "Assign test to Staff Member(s)" field -
  • Container/OU-based — filtered by Home OU, using allowed OUs from competency test permissions. The permission 'Competency:Assign Tests' is required in the Home OU of candidates who need to appear on the list.

Laboratory Records

• Equipment → "User Responsible" field - 
  • Facility-based — search-as-you-type autocomplete filtered by the equipment's facility.  All users with Home OUs in the equipment record's facility will be listed.
    
• Incident Reports → "Assigned To" field -
  • Account-wide — shows every non-admin user in the account, with no facility, Home OU, or permission filtering applied.

Quality Management

• Internal Audit → "Author" field - 
  • Facility + Home OU — staff whose Home OU's facility matches the audit's facility.
• NCs → "Validation on Close By": 
  • Facility-based — users in the NC's facility, or users with no facility assigned.
• Complaints → "User Responsible" field - 
  • Facility-based — search-as-you-type autocomplete filtered by the complaint's facility in enterprise accounts.
• Complaints → "Include Users" field - 
  • Account-wide — all active users, no facility filtering.
• Change Control → "Change Owner": 
  • Facility-based — search-as-you-type autocomplete filtered by the Change Control record's facility.