Overview

A user group is a collection of zero or more users. Each group is assigned rights and privileges to the system, and all members of the group inherit those rights and privileges. For example, any user that is a member of the Admins group inherits the ability to access the Admin features of Tracker.

You can assign each user to one or more user groups, and the privileges of each user is the sum of all the privileges for all of the groups in which he or she is a member. There are some restrictions:

• All non-Restricted users are a member of the Users group
• All Restricted users are a member of the RestrictedUsers group
• The Admin user is always a member of the Admins group

Adding a User Group

To add a new user group:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the User Administration button
4. Click on the Manage Groups button
5. Click on the Add Group button
6. Enter a name for the user group in the Group ID field
7. Enter some information to describe the purpose of the user group in the Description field
8. In the pulldown, select the Type of user group you are creating.
   • Select Standard if the members of this user group will be Static or Floating users. Restricted users cannot be members of a Standard user group
   • Select Restricted if the members of this user group will be Restricted users. Non-Restricted users can be members of either Standard or Restricted user groups

9. Click on the Add Group button
10. To enable a privilege for the user group you are creating, check the box next to the privilege. Details of the privileges available for each type of user group can be found in the following sections:
    • Privileges for Standard User Groups
    • Privileges for Restricted User Groups

11. After enabling all of the desired privileges, click on the OK button to save the user group
12. Click OK to return to the User Group section or click on the Add Another Group button to create another user group

Editing a User Group

To edit a user group:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the User Administration button
4. Click on the Manage Groups button
5. Click on the Edit to the left of the user group you wish to modify
6. You can update the group name, description, or privileges. The "Type" property for each group cannot be edited. Click OK to save your changes.

Deleting a User Group

To delete a user group:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the User Administration button
4. Click on the Manage Groups button
5. Click on the Delete button
6. Click OK to confirm the operation. If there are any saved queries or charts created for the user group being removed and the saved queries/charts only have one project and form selected, you will be prompted to either edit (to select another project/form) or delete these saved queries or charts before you are able to delete the user group. Information on editing or deleting saved queries can be found in the Using Saved Queries and Reports Help section. Information on editing or deleting saved charts can be found in the Metrics section.

   If there are any email rules where this user group is selected as a recipient, you will be prompted to either choose a user group to replace the user group being deleted or remove the user group from the email rules.

   If there are any transitions where this user group is selected in the properties, you will be prompted to either select a user group to replace the one being deleted or delete the transitions.

   If there are any alerts settings where this user group is selected as a recipient or in the "Show Alerts during Add/ Task" privilege list, you will be prompted to choose a user group to replace the user group being deleted or delete the alert settings.

7. Click OK to proceed. Click OK on the confirmation page.

Assigning Users to a User Group

To assign users to a user group:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the User Administration button
4. Click on the Edit Groups button
5. Click on the Users button
6. To add a user as a member of the user group, click on the User ID in the Not Members column, then click on the Add button. To remove a user as a member of the user group, click on the User ID in the Members column, then click on the Remove button. To select multiple users, hold down the CTRL button on your keyboard while clicking on the desired users. If there are any saved queries or charts created for the user being removed (or created for the user group being modified) and the saved queries/charts only have one project and form selected, you will be prompted to either edit (to select another project/form) or delete these saved queries or charts before you are able to remove the user from the user group. Information on editing or deleting saved queries can be found in the Using Saved Queries and Reports Help section. Information on editing or deleting saved charts can be found in the Metrics section.

For a Standard user group, only non-Restricted users will be listed in the Not Members column as available users to be added to the user group. For a Restricted user group, Restricted and non-Restricted users will be listed in the Not Members column to be added to the user group.