User Groups

User Groups are used for clustering groups of users who perform similar functions together. In the application, a user must be associated with a User Group and can only belong to a single User Group, but the User Group can belong to multiple User Roles. Three levels of User Roles are available: Application Roles, Request Type Roles, and File Cabinet Drawer Roles.

An Admin User Group is created by the application and, by default, any member of this group inherits all Permissions from the Application and Request Type Roles. According to the software license agreement, your agency is entitled to two Admin licenses that must be used for accounts that do not process Requests, but support the configuration and maintenance of the application. If a user or User Group requires Admin level Permissions, a Role can be created and configured to include the same Permission level, and then users/User Groups can be added to the Role.

Additionally, User Groups can be used to assign one or more Requests to an entire group simultaneously, or to place one or more Requests into a queue for a group member to retrieve and assign to themselves for processing, similar to a first-in first-out basket.

User group management interface displaying various user roles and descriptions.

NOTE: To modify Permissions for a User Group, select a User Group from the User Groups screen, then click Application Permissions, Request Type Permissions, or File Cabinet Drawer Permissions.

Click the links below for more information about modifying these Permissions.

Application Roles

Edit Request Type Role

Edit File Cabinet Drawer Role

NOTE: If the Admin User Group is assigned the "Request Management" and "Requester Management" Permissions, all users belonging to that group will inherit those Permissions.

See the sections below for more information about managing user groups.

Create User Group

Users with the required Permissions can create a User Group.

NOTE: The Action Office associated with the User Group must defined before creating the User Group.

Follow the steps below to create a User Group:

Click Administration > Organization Setup > User Groups. The User Group screen displays as shown below.
Click New. The New Group screen displays as shown below.
Enter the User Group Details described below per your agency's requirements.

Field	Description
User Group Name	The name of the User Group.
Description	A brief description of the User Group.
Email	The electronic address assigned to the User Group.
Action Office	The Action Office the User Group is assigned to.
Active	If checked, the User Group is active in the system and all members are assigned the permissions provided to the group.
Email Notifications
Group Assignment Notifications	Determine how group assignment notifications are sent. Selections are Send to Group Email Only (sends only to the email associated with the User Group, see the email field above) or Send to All Users in Group to send an email to each member of the group.
Queue Assignment Notifications	Determine how queue assignment notifications are sent. Selections are Send to Group Email Only (sends only to the email associated with the User Group, see the email field above), Send to All Users in Group to send an email to each member of the group, or Send to Specific Users in Group Queue which allows the user to select members from the group queue to include in the queue assignment notifications.

Edit User Group

Users with the required Permissions can edit User Groups. The Admin User Group's associated Action Office cannot be changed, however, users with the required Permissions can change the Action Office for other User Groups at any time. When editing User Group information, the Created Date, Created By, Modified Date, and Modified By fields are revealed. This can be useful for the System Administrator to determine when user groups were created or modified.

Follow the steps below to edit a User Group:

Click Administration > Organization Setup > User Groups. The User Group screen displays.
Select the User Group you want to edit.
Click Edit. The Edit screen for the selected User Group displays as shown below.
Make any necessary modifications to the fields.
Click Save. A verification message displays.
Click OK to save the User Group. A confirmation message displays.
Click OK.

Mark User Group as Inactive

You can mark a group as inactive in the system, which automatically removes the group's assigned permissions. When you mark a group as inactive, you are prompted to assign all members to at least one other group before committing the action. Follow the steps below to mark a group as inactive:

Click Administration > Organization Setup > User Groups. The User Group screen displays.
Select the User Group you want to edit.
Click Edit. The Edit screen for the selected User Group displays.
Uncheck the Active checkbox, then click Save:
A verification message appears as shown below. Click OK to continue
An additional message appears indicating that all roles will be removed from the group. Click OK to continue:
A third message appears indicating that all active users must be assigned to at least one group. Click OK to continue:
Additional fields appear to edit the Users in any queues. Edit the users as needed then click Save.