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Access Levels

Access levels are the set of rights that define what the user can and cannot do with cases in your tier. You must assign all users an access level before they can sign in and use EPIM.

Topics in this section include:

Adding Access Levels

  1. From the Admin tab, select Tier Admin > Access Levels.
  2. If more than one tier is available, do one of the following:
    • Select a tier.
    • Select All Tiers to create an access level that is available in all tiers.
  3. Click Add New Access Level.
  4. Type a Name for the access level.
  5. (Optional) In Sort Order, type a number to indicate the order in which the access level will appear in a list.
  6. (Optional) In Description, describe this access level.
  7. From Access Privileges, select the rights for the access level.
    • Special inquiry or Search participants: You will only see one of these options for extended search if your NAVEX Account Specialist has turned it on for your organization.
    • View cases: Allows the user to view and search for cases to which the user is assigned or for all cases in the tier. You can set View cases to a higher level than Edit cases. For example, you can give users the ability to view and search all cases in a tier while limiting their edit privilege to assigned cases only.
    • Edit cases: You can set this to apply only to assigned cases or for all cases in the tier. Allows the user to view, search, and perform basic editing functions, including editing case details and adding information in the course of handling the case.
    • Reassign cases to other tiers: Allows the user to move a case from the current tier to another tier.
    • Assign cases to users: Allows the user to assign any case in this tier to any users in this tier.
    • Delete cases: Allows the user to permanently delete cases. The cases cannot be recovered. Select this option only for a limited number of users in your organization.
    • Create new cases: Allows the user to create new cases in EthicsPoint Incident Management for this tier.
    • Update assigned tasks: If the user is assigned a task in a case to which the user does not have access, allows the user to update the task. Select this option in addition to Manage tasks, which you may set only for assigned cases. You can also use this right to create an access level for users whose only function is to perform tasks and who are restricted from viewing cases.
    • Manage tasks: Allows the user to create and edit tasks for other users. You can set this right for assigned cases or for all cases in the tier.
    • View analytics: Allows the user to see the Analytics tab and to view analytic information for cases for assigned cases or for all cases in the tier.
  8. For each selected right, select the cases to which it applies:
    • Assigned cases only
    • All cases in the tier

    Tip: View and edit rights must match. You must set View Cases to the same or greater access level as Edit Cases for users to be able to edit cases. For example, if you want users to edit all cases in your tier, you must also set View Cases to Search and view all cases in this tier.

  9. (Optional) For each selected right, select Additional privileges or Extended analytics to add additional rights to the access level:

    • View HR data fields: Allows the user to see the HR data fields for employees listed in the Participants section of cases. HR details are not available for Analytics reports.

    • Change issue: The user can change the issue for a case.
    • Change alert level: The user can change the alert level for a case.
    • Change status: The user can change the process status of a case.
      • Close Cases: Check this box to give this access level the ability to close cases. Leaving this box unchecked will restrict this access level from being able to close cases.
    • Respond to reporter or ask follow-up questions: Allows the user to post comments and questions to reporters for cases that are entered from NAVEX Reporting Hotline.
    • Only use our pre-defined responses/follow-up questions: Limits the user to selecting from a pre‑defined set of responses when posting comments or questions to reporters for cases that are entered from the NAVEX Reporting Hotline. The set of responses is configured for your organization by your NAVEX Account Specialist.
    • Chat with reporter: The user can use EthicsChat to communicate with the reporter.
    • Change date opened: Allows the user to manually set an open date for a case, which takes precedence over the date automatically recorded by the system for a non-hotline case.
    • Change date closed: Allows the user to manually set a close date for a case.
    • Use participant HR data lookup feature: Allows the user to look up HR data for case participants who are employees of the organization. The actual data displayed is restricted to fields allowed for users in this tier. Contact your NAVEX Account Specialist for more information on restricting and permitting access to HR data fields by tier or to learn how your organization can implement this feature.
    • Overwrite participant HR data: If a look-up has already been done on a case participant who is an employee of the organization, allows the user to edit the information displayed. Overwritten information applies to the case only and is not reflected back to the HR database. This feature is only available for clients using an Oracle or SAP feed.
    • Edit case details
    • Edit case notes
    • Edit reporter follow-ups
    • Automatically assigned to case: Automatically assigns the user to cases when they are opened.
    • Enter case summary: Allows the user to summarize the case. The text appears in the Case Summary box in the General Case Information section of the case.
    • Add attachments: Allows the user to attach files and links when creating a new case.
    • View My Saved Reports, Preformatted Reports and Custom Ad Hoc Query: Allows the user to view Baseline Statistics and to use the extended analytics module. The user can run preformatted and ad hoc query reports on all cases in this tier to which the user has access. The extended analytics module also allows the user to save preformatted and ad hoc query report settings to re-run in the future. If the user has an access level in another tier that allows access to the extended analytics module, the user can run reports for those cases as well.
    • View Pivot Report: Allows the user to save and run pivot reports for all cases in the tier to which the user has access. Pivot Report is an optional feature. You can only view it if your NAVEX client services representative has turned it on.
  10. Click Submit.

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Limiting Access to Cases

If you want to limit a user's access to just the cases that you assign to them and prevent the user from viewing any other cases in the tier, do the following. For example, if you are the head of your organization's HR department and you want to assign cases to users in the Corporate Security department, you might create an access level for "CS Investigator."

  1. From Tier Admin, select Access Levels.

  2. If more than one tier is available, select a tier.

  3. Click Add New Access Level.
  4. Type a Name for the access level.
  5. From Access Privileges, select the following rights:
    1. View cases and Search and view assigned cases only
    2. Edit cases and Edit assigned cases only
    3. Update assigned tasks
  6. Click Submit.
  7. Add the user to the new tier.

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Creating an Access Level for Searching Participants

If you want an employee to check whether a new hire was involved in any incidents but you do not want the employee to have access to cases, you can create an access level that only allows the employee to search participants in cases.

  1. From Tier Admin, select Access Levels.
  2. If more than one tier is available, do one of the following:
    • Select a tier.
    • Select All Tiers to create an access level that is automatically available in all tiers.
  3. Click Add New Access Level.
  4. Type a name for the access level; for example, "Search Participants Only."
  5. From Access Privileges, select Search Participants.
  6. Click Submit.
  7. Add the user to tiers with the new access level.

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Creating an Access Level for Case Review

An access level for case review allows users to view all cases and to assign them to other users. However, they cannot create new cases, edit cases, or perform case-related tasks.

  1. From Tier Admin, select Access Levels.
  2. If more than one tier is available, do one of the following:
    • Select a tier.
    • Select All Tiers to create an access level that is automatically available in all tiers.
  3. Click Add New Access Level.
  4. Type a name for the access level; for example, "Case Review."
  5. From Access Privileges, select the following rights:
    1. View cases and Search and view all cases in this tier
    2. Assign cases to users
  6. Click Submit.
  7. Add users to tiers with the new access level.

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Creating an Assigned Cases Access Level for Managers

An assigned cases access level allows users to create, view, edit, delete, and run analytics for cases that another user has assigned to them. These users cannot assign the cases to other users.

  1. From Tier Admin, select Access Levels.
  2. If more than one tier is available, do one of the following:
    • Select a tier.
    • Select All Tiers to create an access level that is automatically available in all tiers.
  3. Click Add New Access Level.
  4. Type a name for the access level; for example, "Assigned-Cases Manager."
  5. From Access Privileges, select the following rights:
    1. View cases and Search and view assigned cases only
    2. Edit cases and Edit assigned cases only
    3. Reassign cases to other tiers and Reassign assigned cases only
    4. Delete cases
    5. Create new cases
    6. Manage tasks and Add/edit/delete tasks for assigned cases only
    7. View analytics and View analytics for assigned cases only
  6. Click Submit.
  7. Add users to tiers with the new access level.

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Creating an All Cases Access Level for Managers

An all cases access level allows users to create, view, edit, delete, and run analytics for all cases in the tier.

  1. From Tier Admin, select Access Levels.
  2. If more than one tier is available, do one of the following:
    • Select a tier.
    • Select All Tiers to create an access level that is automatically available in all tiers.
  3. Click Add New Access Level.
  4. Type a name for the access level; for example, "All Cases Manager."
  5. From Access Privileges, select the following rights:
    1. View cases and Search and view all cases in this tier
    2. Edit cases and Edit all cases in this tier
    3. Reassign cases to other tiers and Reassign all cases in this tier
    4. Delete cases
    5. Create new cases
    6. Manage tasks and Add/edit/delete tasks for all cases in this tier
    7. View analytics and View analytics for all cases in this tier
  6. Click Submit.
  7. Add users to tiers with the new access level.

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Creating an Oversight Access Level

An oversight access level allows users to view, but not edit, all cases and to run analytics on all cases.

  1. From Tier Admin, select Access Levels.
  2. If more than one tier is available, do one of the following:
    • Select a tier.
    • Select All Tiers to create an access level that is automatically available in all tiers.
  3. Click Add New Access Level.
  4. Type a name for the access level; for example, "Oversight."
  5. From Access Privileges, select the following rights:
    1. View cases and Search and view all cases in this tier
    2. View analytics and View analytics for all cases in this tier
    3. View My Saved Reports, Preformatted Reports and Custom Ad Hoc Query
  6. Click Submit.
  7. Add users to tiers with the new access level.

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Creating an Access Level for Case Entry

An access level for case entry allows users to open new cases and view all cases. You may also want to allow users to perform tasks assigned to them.

  1. From Tier Admin, select Access Levels.
  2. If more than one tier is available, do one of the following:
    • Select a tier.
    • Select All Tiers to create an access level that is automatically available in all tiers.
  3. Click Add New Access Level.
  4. Type a name for the access level; for example, "Case Entry."
  5. From Access Privileges, select the following rights:
    1. View cases and Search and view all cases in this tier
    2. Create new cases
    3. (Optional) Update assigned tasks
  6. Click Submit.
  7. Add users to tiers with the new access level.

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Creating an Access Level for Task Assignees

An access level for task assignees only allows users to perform their assigned tasks. They cannot view or edit any cases.

  1. From Tier Admin, select Access Levels.
  2. If more than one tier is available, do one of the following:
    • Select a tier.
    • Select All Tiers to create an access level that is automatically available in all tiers.
  3. Click Add New Access Level.
  4. Type a name for the access level; for example, "Task Assignees."
  5. From Access Privileges, select Update assigned tasks.
  6. Click Submit.
  7. Add users to tiers with the new access level.

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Editing Access Levels

  1. From Tier Admin, select Access Levels.
  2. If more than one tier is available, do one of the following:
    • Select a tier.
    • Select All Tiers to create an access level that is automatically available in all tiers.
  3. Click Edit next to the name of the access level.
  4. Make changes to the access level.
  5. Click Submit.

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Deleting Access Levels

Caution: Deleting an access level is permanent and irrevocable.

  1. From Tier Admin, select Access Levels.
  2. If more than one tier is available,select ALL TIERS.
  3. Click Edit next to the name of the access level.
  4. Select Check this box to delete this access level.
  5. Click Submit. If the deleted access level was assigned to users, the system will reset their access level to None. The users will lose their ability to perform their previous functions.
  6. (Optional) Give the users new access levels to restore their abilities.

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