You can create user groups and assign users to roles in workspaces and apps.
With groups and roles, you can:
- Manage general access settings of a workspace or app.
- Set individual access settings for an app, its folders, or its app items.
- Define executors for a static swimlane in a business process.
Groups and roles created for an app cannot be used to set up access to a workspace.
When several employees perform similar tasks in an app or a workspace, you can unite them in a user group for easier access management.
Consider the following example. In the sales department some employees work only with organizations and others only with individuals. You can create two user groups and grant one of them access to the Organizations app, and the other to the Individuals app of the Counterparties workspace. It is easier and faster than configuring access for each employee separately.
You can also use groups when modeling the company’s processes. Then process tasks will be assigned to users in the group you choose.
Roles work in a similar way as groups, but only one user or org chart item can be assigned to a role. When a workspace or app is exported, roles configured in it are exported as well. If the workspace or app is imported into another company, new users or org chart items can be assigned to these roles.
Consider the following example. In your company, all incoming documents are registered by the records manager. In another company, this work is performed by the secretary. In the Documents workspace, assign the secretary to the Document Registration role and set the necessary access permissions to the Letters, Agreements, and Certificates apps. When this workspace is imported to the second company, the secretary will be assigned to the Document Registration role instead of the records manager, but the access settings will remain the same.
If instead of using roles you assign access permissions to a specific employee and include them in business process tasks, these settings will not be saved when importing the workspace or app, and they will have to be configured again.
Only users included in the Administrators group can create and edit groups and roles in workspaces and apps.
To create a group or a role in a workspace, click the gear icon next to the workspace’s name and select Groups in the menu.
The list of groups and roles will open. To add a new group or role, click +Group.
Fill out the fields:
- Name*. The name that will be displayed in the group list, for example, Invoice approval.
- Description. Describe the purpose of the group, for example, Users that can approve invoices.
- Type. Select the type:
- Default group. If you select Yes, all new users will be automatically added to this group.
- List of group participants. Add specific users, groups, or org chart items to the list. To do that, either start typing the name of the user, group, or org chart item in the provided field or click the icon and select the required items in the window that opens. One user can be included in several groups.
When you fill out all the fields, click Save to apply the changes. The group or role you created will appear in the list.
Creating groups and roles in an app
Click the gear icon next to the app’s name and select Groups and Roles.
The rest of the procedure is similar to creating a group or a role in a workspace.
You can edit a group or role’s name, description, and list of participants. The type cannot be changed. Go to the list of groups and click on a group’s or role’s name to open its page. Then click Edit.
In the editing window you can make changes to a group’s settings.
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