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About Group Rules & Permissions (Detailed Overview)

Permissions allow you to manage what modules, groups & users can access in your platform as well as what level of permission they have to that module as well as to its content.

WATCH A VIDEO OVERVIEW

Note that only Groups or User Groups that have the Custom rule enabled for a module are listed in the Details popup for an item.

The central area to manage groups and permissions is located under ADMIN > GROUPS.

GROUPS LIST

You can order your groups using the dropdown menu or search for the name of the group. Results are displayed instantly, and the search icon will be highlighted if a search is still active.

If you have a lot of groups, you can use the horizontal scroll bar to navigate through the list. The information in brackets will match the ordering option selected.

You can view Users as Groups by clicking this tab option on the top left.   

To Add a New Group, click ‘Create Group’, or the ‘New’ button in the top corner.

 

 

ADDING A NEW GROUP - OVERVIEW

There is now a 3-step process to creating a group & granting permissions.

Main Details tab:

On the Main Details tab, you enter the Group Name & an optional description.

The next step is to select the users that will belong to that group, clicking the Users tab.

Users tab:

You can view a basic or a detailed list of all users of the platform. You can search for users by name and sort using the options in the dropdown.

To select a user, click the checkbox. Selected users will appear in the Selected tab.

Clicking on the Permissions tab will then allow you to grant permissions for your platform.

Permissions tab:

In this view, you can see all of the modules of the platform.

To add a module, so users can view it on the navigation menu and access it, click on the switch in the Access column.

Create & Admin level permissions are both activated by clicking the switch in that column. As the highest level of Permission available, the Admin switch overrides all other options.

You can hover over the tooltip next to each module name to see what each permission level corresponds to, or view the details below.

After enabling the module, you can then grant default permission rules for All content, or for specific content based on the Creator, such as Group Created using these dropdown menus. You can see details for each rule below.

You can also apply custom permissions details by clicking the Details button under the Content column. These custom permissions will override any default rules applied (also referred to as General Rule).

To finish creating your Group, click Save & Exit

 

MODULE PERMISSIONS

For each of these rules, different permission levels are available depending on the tool. These are described below.

 

Admin Module

  • Access: This gives users access to the Admin module.
  • Admin: This gives full access to the module and associated administrative functionality. You can give Admin on all areas at once by enabling the top level switch.

 

Resources Module

  • Access: This gives users access to the module content area where files are uploaded, and made available for download or online preview. Rules and/or custom permissions should also be given to individual folders separately.
  • Create: This allows users from this group to create folders at the top (also called root) level. To create sub-folders, the user will need Admin permission on the parent folder.
  • Admin: This gives full access to the module and its content independently of other rules or custom permissions. This is the highest level of permission.

Rules permission levels (applied on a Folder level):

1. Preview: Users can preview files.

2. Access: Users can preview & download files.

3. Publish: Users can preview, download, upload/edit and delete files.

4. Admin: Users can preview, download, upload/edit, delete files, manage folder settings and create sub-folders.

Version Control Module

  • Access: This allows users to view previous versions of files, when available.
  • Admin: This allows users to delete previous versions of files, when available.

Version Control is located under the Resources module.

 

Dashboards Module

  • Access: This gives users access to this module and the main dashboards area.
  • Create: This allows users from this group to create new dashboards.
  • Admin: This gives Manage access to all dashboards that are not set to Private, independently of other rules or custom permissions. This is the highest level of permission.

Rules permission levels (applied on a single survey):

1. View: Users can be view the dashboard.

2. Edit: Users can view and edit the content of the dashboard.

Databases Module

  • Access: This gives users access to this module and the main databases listing area. Users should then be given access to individual databases and their associated content modules.
  • Create: This allows users from this group to create new databases.
  • Main Admin: This gives Manage access to all databases, independently of other rules or custom permissions. This is the highest level of permission.

Rules permission levels (applied on a single):

1. View: Users can view the databases listed in the main area.

2. Manage: Users can view and manage the databases listed in the main area..

NOTE: Giving access to a databases does not give access to its content. Additional permissions are required on the Database Records Module.

Database Records Module (for each database created)

  • Access: This gives access to the records listing area, and users can be given access to individual records via custom or general rules.
  • Create: This allows users to create new records.
  • Admin: This gives full access to all the records, independently of other rules or custom permissions. This is the highest level of permission. 

Rules permission levels (applied on a single item):

1. View: Users can view the record.

2. Edit: Users can view, edit and delete the record.

 

Surveys Module 

  • Access: This gives users access to this module and the main Surveys l area.
  • Create: This allows users from this group to create new surveys.
  • Admin: This gives Manage access to all surveys, independently of other rules or custom permissions. This is the highest level of permission.

Rules permission levels (applied on a single survey):

1. View: Users can be invited to participate to the surveysmodulesingular.

2. Manage: Users can view and manage the surveysmodulesingular.

NOTE: Giving access to the Surveys does not give access to its content. Additional permissions are required on the Survey Responses Module.

Survey Responses Module (for each survey created)

  • Access: This module gives users access to the Responses area.
  • Admin: This gives full access to the Responses area and to all responses.

Standard Survey Responses

  • Participate: The users from this group are invited to participate to the survey.
  • View: The users from this group can view their responses after it is submitted.
  • Delete: The users from this group can delete their responses after it is submitted.

Hierarchical Survey Responses

Users that take part to a hierarchical surveysmodulesingular are automatically granted permission to the Surveysmodulesingular module, and their responses.

Note that permissions apply across all Surveysmodulesingular Campaigns.

You can also choose as a survey option whether they can only see:

- Their own response.

- Response(s) of Hierarchy Direct Created (ie users just below them in the hierarchy).

- Response(s) of Hierarchy Extended Created (all users below them in the hierarchy).

- All Responses.

You can then add custom permissions for users that are not part of the hierarchy but need access to the hierarchy participants responses:

  • Participate: The users from this group can participate to the surveys area (ie complete other hierarchy users's responses).
  • View: The users from this group can view the responses after they are submitted.
  • Delete: The users from this group can delete their responses after they are submitted. 

 

Calendars Module

  • Access: This gives users to the module; Permissions to individual calendars can then be granted.
  • Create: This gives users the ability to create new calendars. Users will need Publish permission to individual calendars to then be able to create events within each.
  • Admin: This gives users the ability to access the entire Calendars module and its content independently of other rules or custom permissions. This is the highest level of permission.

Rules permission levels (applied on each Calendarsmodulesingular):

1. View: Users can view events for this calendars. If Invitation type events are set to private, users can only view the ones they are invited to.

2. Publish: Users can create events for this calendars. Only organisers can update or cancel the events they create.

3. Admin: Users can create events for this calendars, and also update or cancel other users' events, including Invitation type events that are set to private. This is the highest level of permission for the calendars. 

 

Agenda Module

  • Access: This allows users to access the Agendas area and/view Agenda items in their parent folders; Permissions to individual agendas must then be added.
  • Create: This gives users the ability to create new Agendas. The content that can be added to each agenda will depend on the creator's access to folders and files.
  • Admin: This gives users the ability to access and edit all agendas items independently of other rules or custom permissions. This is the highest level of permission.

Rules permission levels (applied on each Agenda):

1. View: Users can view the agendasmodulesingular. The entire listing of items within the agendasmodulesingular will be visible, however only items the user has actually access to will be clickable for downloading or opening in the online reader, unless the option to restrict the content display to a user's permissions is enabled.

2. Publish: Users can edit and update the content of this agendas. The user can only add new folders and files to the agenda that they have Publish permission on. 

 

News Module

  • Added: This gives users access to the module's main area, where users can post and email HTML updates to other users. Rules and/or custom permissions should also be given to individual newsmodulesingular items separately.
  • Create: This allows users from this group to create news items.
  • Admin: This gives full access to the Newsmoduleplural tool and its content, independently of other rules or custom permissions. This is the highest level of permission.

Rules permission levels (applied on a single item level):

1. View: Users can view the news item.

2. Edit: Users can view, edit and delete the news item.

 

Custom Pages Module

  • Added: This allows users to be given access to individual custom pages.
  • Create: This allows users to create new custom pages. This also gives access to the Manage Pages area where all custom pages the user has access to are listed.
  • Admin: This gives full access to the custom pages area and its content, independently of other rules or custom permissions. This is the highest level of permission. 

Rules permission levels (applied on a single item level):

1. View: Users can view the custom page item.

2. Edit: Users can view, edit and delete the custom page item. 

 

Stats Reports Module

  • Access: This gives access to the Stats reports area, where users can report on data available in the platform.
  • Create: This allows users from this group to create new Stats reports.
  • Admin: This gives full access to the Stats reports area and its content, independently of other rules or custom permissions. This is the highest level of permission.

Rules permission levels (applied on a single item level):

1. View: Users can view the report.

2. Edit: Users can view, edit and delete the report.

 

Workflow Module

  • Access: This allows users to view the workflow history of items they have access to within the platform.
  • Admin: This allows users to view all approval requests (pending or completed) within the Workflow area as well as to approve any pending one, even if they are not directly involved in it (either as submitter or nominated approver). This is the highest level of permissions.

 

People Module

  • Access: This allows users to view the People tool which lists all existing users in the platform.

 

Usage Analytics / Reporting Module

  • Access: This gives access to the usage reporting of items they have Admin permission (or Edit/Publish when no Admin permission exist on the associated module items) on as well as to individual users usage data pending they have Admin access to the Admin > Users area.
  • Admin: This gives access to the general usage reporting area, where users can report on how frequently others users are accessing the platform, or what is the most popular content across each tool available.

 

Authenticator Module

  • Access: This allows users from this group to configure additional authentication methods such as SAML or Active Directory. This should only be accessed by users with a technical expertise of authentication methods within your organization. 

 

 

* Note that the name given to modules, features and information items may vary in your platform as they can be customised by Main Admin users.

 

DEFAULT RULES

You can select the specific modules a group should have access by enabling the ACCESS toggle switch against each module. This will make the module visible for users within this group on the navigation menu and allow them to access its content.

You can read the help icons on each module for details of the permission levels available.

For each module, you can add default permissions rules, so access levels can be set automatically based on these rules when new content is added.

You can also select an existing Group as a template and load their existing rules. Note that this doesn't apply any of their custom rules permissions content.

Here is an overview of all the different rules that can be added:

  • All: The selected permission level will automatically apply by default whenever a new item is created.
  • User created: The selected permission level will automatically apply to the creator of the item only.
  • Direct Report created*: If Leader details are added to User profiles, a user will automatically have this permission level on items created by their Direct Report(s).
  • Extended Report created*: If Leader details are added to User profiles, a user will automatically have this permission level on items created by their Direct Report(s), and their own Direct Report(s) across multiple levels down to the bottom of the hierarchy.
  • Group created: The selected permission level will automatically apply to the entire Group that the creator of the item belongs to.
  • Division created: The selected permission level will automatically apply to the entire Division that the creator of the item belongs to.
  • Direct Sub-division created*: If Sub-Divisions are created, a user will automatically have this permission level on items created by users from sub-divisions directly below their own division.
  • Extended Sub-division created*: If Sub-Divisions are created, a user will automatically have this permission level on items created by users from sub-divisions below their own division across multiple levels down to the bottom of the hierarchy.

*These rules are only available if the Hierarchical Rules setting is enabled under Admin > Settings.

 

 

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