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
• A Standard user group can contain Static or Floating users as members. Restricted users cannot be members of a Standard user group
• A Restricted user group can contain Restricted, Static or Floating users as members.

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 Accounts link
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. In the Visible Forms field, select which forms and projects the user group will have access to. To select multiple forms, hold down the CTRL button on your keyboard while clicking on the desired forms. If "<None>" is selected, no project or form will be selected for the user group and visibility can configured at a later time. Review the Making Projects and Forms Visible to the User Group help section.
10. Click on the Add Group button
11. By default, some privileges will be enabled for the user group. If you are adding a Standard user group, the privileges enabled by default will be all of the privileges currently enabled for the Users group. If you are adding a Restricted user group, the privileges enabled by default will be all of the privileges currently enabled for the RestrictedUsers group.

    To enable other privileges, check the box next to the privilege. To disable a privilege, uncheck the box. 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

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

Making Projects and Forms Visible to the User Group

Giving the user group visibility to the Projects and Forms will ensure that the members of the new user group can utilize the privileges you enable for the group. This allows you to either add or remove the Project and Form visibility for the user group.

To add visibility of a form, or forms in a particular project:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the User Accounts link
4. Click on the Manage Groups button
5. Click on the Forms button to the left of the user group
6. Click on the Add Forms link next to the desired project
7. In the Make These Forms Available field, select the forms the user group will be able to access. To select multiple forms, hold down the CTRL button on your keyboard while clicking on the desired forms. Click on the All button to select all forms of this project.
8. Click OK to save the changes
9. Click OK to confirm the change
10. Click OK to return to the Set Visibility for User Group page

To remove visibility of a form, or forms in a particular project:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the User Accounts link
4. Click on the Manage Groups button
5. Click on the Forms button to the left of the user group

   To remove visibility of a single form:

   1. Click on the Remove link next to the desired form under the appropriate project.
   2. A warning will be displayed to note that by removing the user group's visibility to the form, all saved queries and charts belonging to this group and were created using this form, will be permanently removed. Click OK to proceed.
   3. Click OK to return to the Set Visibility for User Group page

   To remove visibility of one or more forms:

   1. Click on the Remove Forms link next to the desired project
   2. In the Make These Forms Unavailable field, select the forms the user group will be able to access. To select multiple forms, hold down the CTRL button on your keyboard while clicking on the desired forms. Click on the All button to select all forms of this project.
   3. Click OK to save the changes
   4. Click OK to confirm the change
   5. A warning will be displayed to note that by removing the user group's visibility to the form, all saved queries and charts belonging to this group and were created using this form, will be permanently removed. Click OK to proceed.
   6. Click OK to return to the Set Visibility for User Group page

Adding and removing visibility of projects and forms can also be done in the Projects section. For information about configuring user group visibility in the Projects section, review the Project Visibility Help section.

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 Accounts link
4. Click on the Manage Groups button
5. Click on the Edit button 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 Accounts link
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 that have a project and form selected that is only visible to the group being deleted, those reports will be deleted. Any saved queries that have other projects and forms selected in addition to the combination that is only visible to the affected user group will be modified to remove that project and form from the query criteria.

   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 Accounts link
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.

   Removing a user from a group that is associated with a user pulldown field will cause the user to be marked as an obsolete item in that field.

   If there are any saved queries or charts created for the user being removed and the saved queries/charts only have project(s) and form(s) selected that are only visible to this user group, these queries/charts will be deleted. Any other saved queries that have other projects and forms selected in addition to the project(s) and form(s) only visible to the affected user group will be modified to remove the project(s) and form(s) that are only visible to the user group.

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.