Maintaining Groups

Information

For a group to work, it must contain at least one user. Users can only be added to a group from the Edit Group screen. Groups can be added and edited by any user with the Sys Admin parameter or Can access and maintain Administration functions permission.


Adding a Group

To add a new group:

1

Go to Administration > Groups > List All > Add. The Add Group screen will then appear.

2

Select the membership type. Any means that group members can be Agents or end users with Agent permissions unavailable to use. Agent Only means that the group members will be Agents and the Agent permissions are available to use.

3

Enter a Group ID and Display Name.

Group ID cannot be modified once a record is saved. If no group ID is entered, a numeric group ID will be assigned by the system.

4

(Optional) Fill in phone, email and SMS email values. These are for informational purposes only and have no bearing on email notifications.

5

If no system-generated email notifications should be sent to any member of this group, select Suppress All Email.

6

Select a default Organization’ (required). If the organization selected is marked Internal Only,_ only issues, users and other groups within this organization will be available to members on issues and in reporting mechanisms. If this group has members outside of this Internal Only * organization, these users will be allowed to see issues pertaining to this group only.

7

(Optional) Select a department value for the group. Any assignments made to the group will show up in reporting for the department selected. If the department selected is marked Internal Only, only issues, users and other groups within this department will be available to members on issues and in reports. If this group has members outside of this Internal Only department, these users will be allowed to see issues pertaining to this group only.

8

Select any menu options to display to all members of this group.

9

Select any permissions that all members of this group are to inherit. (A license must be available for each member to have any Agent permissions.)

10

Click Save. (Reset will clear all current entries and selections.)

The Group List All screen will then appear with the message Group successfully added.

Editing a Group

To edit an existing group:

1

Navigate to Administration > Groups. This will open the List All Groups screen. Perform a Quick Search for the record by selecting a Search On option, entering a search value and clicking Search. The list will re-populate with groups matching the criteria. Click the edit link next to the group ID. The Edit Group screen will then appear.

OR

From the View Group screen, select the Edit sub-menu option. The Edit Group screen will then appear.

1

To deactivate, unselect Active.

2

To add or remove members, use the View/Maintain Member List link.

3

Modify any other appropriate details and/or permissions.

4

Click Update. (Reset will return all entries to the values defined during the most recent save/update.)

You will then be returned to the List All Groups screen and the message Group successfully updated will appear.

As a best practice, you should always deactivate rather than delete any existing items within your system. To deactivate a group, unselect Active as described in step 2.


Applies To:

Issuetrak 9.9+