System settings > Groups / System Groups

System Groups

ELMA365 has several system groups which cannot be deleted or modified:

  • System supervisor. By default, it includes the person who created the company;
  • Administrators. Initially this group includes only the system supervisor, who can then add other users as administrators;
  • CRM solution users. Users who occupy ELMA365 CRM licenses.
  • Projects solution users. Users who occupy ELMA365 Projects licenses.
  • External users. Users who are not company employees and have been given access to the system for working in the external portal.
  • All users. This group includes all the company users.


System supervisor

The System supervisor has full access permissions to the system and can add new:

The Supervisor has access to all system settings, system folders and personal folders of users, can manage free storage space and the company's service plan, edit the list of users and channels, as well as model the organizational chart of the company.

Additionally, when ELMA365 fails to determine the executor of a business process task, such tasks are assigned to the Supervisor. This may happen, for example, if an employee specified in a swimlane no longer works in the company.

The Supervisor assigns system administrators and can appoint another user as the Supervisor instead of themselves.

Please note that the Supervisor is not a group, but a role and only one user can be assigned to a role, not various. Also, the Supervisor cannot be locked. Therefore, it is important that the Supervisor assigns someone else to this role if they, for instance, are quitting the job and leaving the company. To do this, the supervisor should go to Administration > Groups > System groups > System supervisor and click Edit.


An Administrator like the Supervisor has full access to all system objects. Unlike the Supervisor, administrators do not receive business process tasks with undefined executors. Also, administrators cannot edit the Supervisor role and assign a different supervisor.

начало внимание

Users included in the Administrators group always have all the access permissions available in the system. Any access restrictions are not applied to the supervisor or system administrators.

конец внимание

Initially, the Administrators group includes only the Supervisor, who can add other users to the group.

External users

External users can access ELMA365 via the external portal interface. They are given limited access to the data stored in the system, can start business processes, create new app items, etc. In order to make such actions available, add corresponding buttons and widgets to the portal pages.

For an external user to sign into the portal, provide with with an invite link.

New external users can be added in the System apps workspace. To learn more, see Add external users.

This group is useful for settings access to system objects located on the portal page or for assigning an executor in a business process swimlane.

All users

The All Users group includes all the users who have access ELMA365. Just as for External users, you  can use this group to configure access permissions to the system and assign executors in business processes. Employees who are included in the All Users group only cannot manage system settings and cannot open workspaces and apps with limited access.

If needed, a separate user group can be created to give certain users access, for instance, to the "Invoices" workspace.

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