Purpose Statement
This article explains how to configure Data Set Permissions in the Reports module.
Data Set Permissions allow administrators to control which user roles can access specific data sources within reporting. This helps departments protect sensitive information while allowing appropriate personnel to access the data they need for their roles.
These settings are especially important for departments that need to restrict access to employee records, EMS patient data, or other confidential operational information.
Background Information
Data Set Permissions provide role-based security controls for report data sources.
Fire and EMS agencies may use these permissions to protect sensitive data, including employee information, patient care data, and confidential operational details. By limiting access to specific roles, departments can support internal data governance policies and help maintain compliance with privacy requirements, including HIPAA-related restrictions for EMS patient information.
Common use cases include:
- Restricting employee information fields to administrative roles
- Limiting EMS patient data access to users with appropriate HIPAA training
- Controlling access to sensitive operational or personnel-related data
- Allowing broader access to general operational reports while protecting confidential data sources
Required Permissions
To manage Data Set Permissions in the Reports module, users must have appropriate administrative access.
Common required permissions may include:
- Administrator role permissions
- Reports Module access
- Access to Reports Setup
- User management permissions
- Data security configuration access
Permission names may vary based on agency configuration. If Data Set Permissions is not visible, contact a system administrator to verify the user has the appropriate Reports and administrative permissions.
Video
Step-by-Step Guide
Navigate to Reports Setup
Navigate to the Reports module and click Setup.
Open Data Set Permissions
Click Data Set Permissions.
Depending on your agency configuration, this may be the only available option in Setup.
Locate the Data Source
Navigate through the data source list to find the specific data set you want to modify.
Common examples include employee information fields, EMS patient data, or other sensitive operational data.
Remove Access from a Role
Click the X in the Actions column to remove permission for a role.
Grant Access to a Role
Click the checkmark in the Actions column to grant access to a role.
Make Bulk Permission Changes
Select the checkbox next to each applicable item.
Click Grant Permission or Remove Permission to apply the change to the selected items.
Exit Setup
Once the permission changes are complete, exit Setup.
Best Practices
Security Considerations
- Audit data set permissions regularly to confirm only authorized users have access to sensitive information.
- Document permission changes for compliance and audit purposes.
- Follow the principle of least privilege by granting only the minimum access needed for each role.
- Review permissions whenever user roles or job responsibilities change.
HIPAA Compliance
- Restrict EMS patient data access to roles with appropriate HIPAA training and authorization.
- Review access to patient-related data sources on a regular schedule.
- Confirm that only users with a legitimate operational need can access protected health information.
- Coordinate with department leadership or compliance staff before granting access to EMS patient data.
Employee Data Protection
- Limit employee information access to administrative roles, supervisors, or other approved personnel.
- Consider whether payroll, HR, and operational employee data should be restricted separately.
- Review access to personnel-related data sources regularly.
- Remove access when a role no longer requires employee record visibility.
Troubleshooting & FAQs
Why don’t I see the Data Set Permissions option in Setup?
The feature may not be available for your user role. Contact your system administrator to verify that you have the required Reports and administrative permissions.
Can I grant temporary access to a data source?
Data Set Permissions are managed through role-based access. For temporary access, an administrator may need to temporarily assign the user to an appropriate role and then remove that role when access is no longer needed.
How do I know which roles should have access to specific data sets?
Review your department’s data governance policies, HIPAA requirements, and role-specific job responsibilities to determine appropriate access levels.
Can I see a history of permission changes?
Check with your system administrator to determine whether audit logs are available for permission modifications.
What types of data sources should be restricted?
Sensitive data sources such as EMS patient data, employee records, personnel information, payroll-related data, and confidential operational details should be reviewed carefully before granting access.
What happens when I remove a role’s access to a data set?
Users assigned to that role may no longer be able to view or use that data source in reports. Existing reports that rely on the restricted data source may display incomplete data or errors for users without access.