Who is this article for?

Users who are responsible for administering access and permissions.

User Manager (USRMGR) or higherpermissions are required.

Groups enable you to control who can do what within the system. The first set of Groups are "System Groups - System" and cannot be removed from the system. The second set are specific to the configuration of your module, you can create them yourselves and make them inactive when no longer needed. This article shows you how to do that.

1. Accessing Groups
2. Creating Groups
   • Adding Group Members
   • Adding Child Groups
   • Restricting Group Access Permissions
3. Modifying Groups

1. Accessing Groups

To access Groups:

1. Navigate to System Manager.
2. Select Security.
3. Click Groups.

You will be presented with the Group list.

You can arrange it in different sequences by clicking on the column headings, and filter to include or exclude Groups that have been made Inactive.

Unsure if a Group already exists?
Check Include Inactive Accounts to see if the Group record already exists before creating a new one.

2. Creating Groups

To create a new Group:

1. Select New Group located above the Group Name column heading.
   You will see the New Group details screen.

2. Enter a unique Group Code.
3. Enter a mandatory Group Name.
   This facilitates identifying the Group of users.
4. Check the Parent field to change the Group definition.
   • Child Group membership consists of predefined User records.
   • Parent Group membership consists of associated predefined Child Groups.
5. Add an optional Comment to define what the Group is for.
6. Check Active to denote whether the Group is available for selection.
7. Assign a Group Contact to nominate a User for maintaining the Group.
8. Group Members lists the Users that are members.
   You can add members from this view.
9. Restrict Group Access to update permissions for the Group.
10. Click Save.

Unable to modify a greyed out field?
Owner, Module, and Date Modified fields are unchangeable and default to a specific value.
'Owner' defaults to the person creating the Group. 'Module' defaults to the module the Group is created in. 'Date Modified' defaults to when the creation took place.

Adding Group Members

To add Group members, select Users from the Add Group Member dropdown.

Alternatively:

1. Load the User Selection List screen by selecting the Add Group Member icon.
   You will be presented with the User Selection List.

2. Browse Users by selecting a letter or using the search bar.
3. Check the box of the User(s) you want to add.
4. Click the Copy To icon in the yellow section of the screen.
   You need to do this after each alphabetical section.

When you return to the New Group details screen, you will find the selected User(s) displayed.

Click the Save icon if you want the Group record to be updated on the database. Otherwise, you will lose the data as you leave the screen.

Adding Child Groups

After checking the Parent box, the details screen details will expand to reveal the Add New Child Group field as shown below:

To add Child Groups, select defined Child Groups from the Add New Child Group dropdown.

Alternatively:

1. Load the Group Selection List screen by selecting the Load Group List icon.
   You will see the Group Selection List.

2. Browse Groups by selecting a letter or using the search bar.
3. Check the box of the Group(s) you want to add.
4. Click the Copy To icon in the yellow section of the screen.
   You need to do this after each alphabetical section.

When you return to the New Group details screen, you will find the selected Child Group(s) displayed.

Click the Save icon if you want the Group record to be updated on the database. Otherwise, you will lose the data as you leave the screen.

All Groups created in this manner will remain under the control of the System Administrator.
If you wish to devolve responsibility date your Group records must be created in the corresponding module under Tools | Manage Groups | New Group.

Restricting Group Access Permissions

Adding Groups to this list allows members of that Group, with the appropriate level of system permissions, to be able to modify the current Group.

To restrict permissions:

1. Select a Group name in the list.
   You will be presented with the Group details screen.

2. Check the Restrict Group Access box.
   The screen will expand.

3. Load the Group Selection List screen by clicking the Load Group List icon.
   You will see the Group Selection List screen.

4. Browse Groups by selecting a letter or using the search bar.
5. Check the box of the Group(s) you want to add.
6. Click the Copy To icon in the yellow section of the screen.
   You need to do this after each alphabetical section.

Click the Save icon from the header bar if you want the Group record to be updated. Otherwise, you will lose the data as you leave the screen. Unsaved permission Groups are highlighted in pink!

3. Modifying Groups

To modify a Group record:

1. Click on a Group Name in the list.
   You will be presented with the Group details screen.

2. Amend required fields.
   You can modify any of the data except Group Code and Date Modified.
3. Edit who is a Group Member.
4. Modify who has Group Access.

Click the Save icon from the blue icon bar if you want the Group record to be updated on the database. Otherwise, you will lose the data as you leave the screen.