User Permissions in PICS

Permissions can be configured for PICS Users in their User Summary. This page lists the permissions available with explanations. Any New User will have the default permissions PICS User and Officer User set. For each record type, the EditCreate, and Delete permissions will have no effect unless the View permission has been set for that record type.

Bear in mind that the Main Adviser, Site and File Type restrictions set for the user in their User Summary will also affect what they can access in PICS.

The following permissions are available:

Learner Permissions

  • View Learner Summary – If this is set, the user will be able to access the Learner List and Learner Payment List, as well as view Learner Summaries.

  • Edit Learner Summary – If this is set, the user will be able to Edit the Learner and edit tabs in the Learner Summary.

  • Create New Learners – If this is set, the user will be able to Create New Learners.

  • Delete/Archive Learners – If this is set, the user will be able to Delete Learners. We generally do not recommend deleting learner records unless they have been created by mistake.

  • Send Learners to Form Capture – If this is set, the user will be able to send learner data to a Learner File WebForm.

  • View Learner Programme (ILR/PRaP) – If this is set, the user will be able to access the Learner ILR Summary or PRaP Summary.

  • Edit Learner Programme (ILR/PRaP) – If this is set, the user will be able to edit tabs in the Learner ILR Summary or PRaP Summary.

  • View Learner Delivery – If this is set, the user will be able to access the Learner Delivery Plan.

  • Edit Learner Delivery – If this is set, the user will be able to edit tabs in the Learner Delivery Plan.

  • View Learner Portfolio – This permission is only available if you have the eAssessor licence for PICSWeb Portfolio. If this is set, the user will be able to access the Learner Portfolio.

  • Edit Learner Portfolio – This permission is only available if you have the eAssessor licence for PICSWeb Portfolio. If this is set, the user will be able to edit tabs in the Learner Portfolio.

  • Audit Reviews – If this is set, the user will be able to Audit Learner Reviews.

  • Use Target Scans – If this is set, the user will have access to Target Scans.

  • View Change Requests – If this is set, the user will be able to access the Learner Change Request List.

  • Edit Change Requests – If this is set, the user will be able to Edit Change Requests. Additional permissions to Action or Authorise will need to be set before the user can Process Change Requests.

  • Create Change Requests – If this is set, the user will be able to Create Change Requests.

  • Delete Change Requests – If this is set, the user will be able to Delete Change Requests.

  • Authorise Change Requests – If this is set, the user will be able to Authorise Change Requests in the Request Summary.

  • Action Change Requests – If this is set, the user will be able to Action Change Requests in the Request Summary.

  • View Learner Payments – If this is set, the user will be able to access the Learner Payment List.

  • Edit Learner Payments – If this is set, the user will be able to Edit and Process Learner Payments.

  • Create Learner Payments – If this is set, the user will be able to Create Learner Payments.

  • Delete Learner Payments – If this is set, the user will be able to Delete Learner Payments.

  • View Learner Funding – If this is set, the user will be able to view the Actual Funding and Projected Funding details for learners.

  • View IQA Interactions – If this is set, the user will be able to access IQA Functions. This is only available if you are licensed for PICSWeb Portfolio.

  • Edit IQA Interactions – If this is set, the user will be able to use IQA Functions. This is only available if you are licensed for PICSWeb Portfolio.

  • Use OneFile Integration – If this is set, the user will be able to upload and download learner data to and from OneFile. This is only available if you are licensed for OneFile Integration.

  • Use Smart Assessor Integration – If this is set, the user will be able to upload and download learner data to and from Smart Assessor. This is only available if you are licensed for Smart Assessor Integration.

  • Use ACE360 Integration – If this is set, the user will be able to upload and download learner data to and from ACE360. This is only available if you are licensed for ACE360 Integration.

Applicant Permissions

Course Permissions

Officer Permissions

Organisation Permissions

Opportunity Permissions

Vacancy Permissions

Calendar and Communication Permissions

Month End Permissions

  • ILR Exports – If this is set, the user will be able to access and use the ILR Exporter in the Month End section.

  • Funding Calculator – If this is set, the user will be able to access and use the Funding Calculator in the Month End section.

  • QAR Reconciler – If this is set, the user will be able to access and use the QAR Reconciler in the Month End section.

Form Capture Permissions

  • Form Capture Client User – If this is set, the user will be able to access limited PICSWeb features to view and process their own WebForms. The amount of FCA Users allowed will depend on your licence. This is explained further in Setting Up PICSWeb Users for WebForms.

Form Management Permissions

Import Permissions

  • View Imports – If this is set, the user will be able to access and view Import Files.

  • Upload Files to Import – If this is set, the user will be able to Upload Import Files into PICSWeb.

  • Delete Imports – If this is set, the user will be able to Delete Import Files.

Configuration Permissions

  • Forms Configuration – If this is set, the user will be able to access the Forms section of PICSWeb Configuration. To access any other sections, they will need the Database Administrator permission set.

  • Database Administrator – If this is set, the user can access all areas of the Configuration section. In here, they can manage other PICSWeb Users and various configuration and integration options.

Database Administrators can also perform bulk processing and other functions, as explained in Database Administrator Functions in PICSWeb.