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Defining a resource set (role-based access control)
Defining a resource set (role-based access control)
Updated this week

⚠️ Important: This is currently a beta feature, available to a few CHR beta users in order to test and provide feedback. It will be available to more users once the beta period is complete.

If you are using role-based access control to define a user's permissions, you must configure resource sets. Resource sets are used in conjunction with roles. A resource set limits the scope where the role permissions apply, by defining the set of data that can be accessed (for example, patients at a specific location). The role defines the operations allowed on the specified resource set (e.g. creating and updating patient charts for patients at a specific location).

You can define a resource set to limit access to certain Patients, Billing Items, resources for Users, or Analytics dashboards. After you select the set of data, you select a filter to apply to that data. For the example of clinics with separate physical locations, you would create a resource set for Patients and filter by location. When that resource set is applied to a role, users with that role can access patient charts only for patients at the specified location.

⚠️ Important: If you are restricting access to patient charts by location, a user without access to that location will not see the patient in the CHR at all. If providers across locations cover for each other or need to access the chart of a patient from another location in case of emergency, create a resource set for all patients that includes all available locations. Create a corresponding "Patient Search" role that allows only List access to patients. Then assign that role and resource set to the appropriate users. These users will see all patients in the Patients window and when they search for a patient (i.e. list access) but they will have to "break the glass" to gain access to a patient's chart in a location they do not have access to. This is also helpful to avoid creating duplicate patient charts in the CHR; if a user cannot view or search the entire list of patients in the CHR, a warning will not appear when adding a patient if the last name, first name, and identifier match an existing patient's.


1. From the main menu, select Settings > Account > Resource Sets > Add Resource.

📌 Note: if you do not see the Resource Sets tab, role-based access control is not enabled for your system.

2. Enter a Name for the resource set, and optionally include a Description.

3. On the right, in the Content tab, click New Entry.

4. Select the set of data for the resource set. By default, Patients is selected. You can click this and select Billing Items, Users, or Looker Folders (i.e. Analytics dashboards).

5. Next, apply a filter to the data by clicking the Filter button and selecting one of the available filters from the list. The available filter options depend on the set of data you have selected.

Set of data

Filter options


Select Specific Resources (i.e. patients)

Select Locations

Filter by Active Provider User (i.e. a provider can see only his/her own patients).

Billing Items

Select Locations


Select Specific Resources (i.e. users)

Looker Folders

Select Specific Resources (i.e. Analytics dashboard folders)

After selecting the type of filter, select the locations, resources, or users to filter by.

Filter by



Click Add Location and then search for and select the location to provide access to.

To add multiple locations, click Add Location again.

Specific Resources (patients, users, or Looker folders)

Click Add Patient, Add Provider, or Add Folder. Then search for and select the individual patients or provider resources to provide access to, or group of Analytics dashboards (such as admin vs. provider dashboards).

To add multiple patients, providers, or group of Analytics dashboards, click Add Patient, Add Provider, or Add Folder again.

Active Provider User

No additional configuration is necessary.

💡 Tip: to change the selected filter (e.g. to remove Filter by Locations in the above example), click the x beside the title of the filter.

6. Click Save when you are finished specifying the details of the entry.

7. The criteria you specified display in the resource set. You can add multiple entries for one resource set. For example, you can have a single resource set that limits access to patients of a specific location, as well as billing items of a specific location.

8. When you are finished setting up the resource set, click Save. You are prompted to re-enter your password. Type your password and click Submit.

You must now assign a role and resource set to users. For more information, see Assigning a role and resource set to a user or Assigning a role to a group of users.

9. To edit a resource set, click the Edit button in the list of Resource Sets.

10. To delete a resource set, click the trash can icon.

Updated May 30, 2023

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