Managing user groups

Only System Administrators and Administrators can manage user groups.

This task is performed on the User Group Management dialog, which is accessible by selecting System | Account | Manage User Groups.

It enables you to assign individual users to groups. A user can be part of one or more groups.

It also allows you to control access to forms on a user group basis by assigning a permission (visible, read only or hidden) to each type of form within an application.

When a user logs into the application, InfoAsset Mobile checks all user groups and creates a unified set of rules based on the form permissions. For example, if for one user group a form has been assigned a read-only permission but the same form is hidden for another group that the user is part of, then the form is classed as hidden to that user in both groups.

Which forms are displayed in the New tab are also determined by their permissions:

  • Forms with visible permissions will have the forms displayed on the New tab, and any reports generated from them will be displayed in the Saved or Completed tabs. Both forms and reports will be editable.
  • Forms with read-only permissions will not be displayed on the New tab. However, reports generated from the same form by another user or group with visible permissions, or which pre-date the current user being added to the group, will be visible in the Saved or Completed tabs. These reports can be viewed but not edited.
  • Forms with hidden permissions will not be displayed on the New tab.

When a report synchronization occurs, any user group restrictions are ignored, and all forms, regardless of their permissions, and any reports generated from them, will be uploaded to and/or downloaded from the server. When performing a report upload or download, any reports whose form permission was set to hidden will not be included in the upload/download report list in the relevant dialog.

To add a new user group:

  1. Select System | Account | Manage User Groups.

    The User Group Management dialog is displayed.

  2. Click the Add... button.

    The User Group dialog is displayed.

  3. Enter the name, which will be used to identify this group, in the Group name box.
  4. Select which users are to be included in the group by adding a check in the box adjacent to their username in the list of Users.
  5. Assign the permission to each of the forms in the current application by selecting the appropriate option from the Permission dropdown list.
  6. Click OK.

    The User Group dialog closes and the new group is displayed in the group list in the User Group Management dialog.

  7. Click OK on the User Group Management dialog to close it.

To edit an existing user group:

  1. Select System | Account | Manage User Groups.

    The User Group Management dialog is displayed.

  2. Select the user group to edit in the list view.
  3. Click the Edit... button.

    The User Group dialog is displayed.

  4. Edit the user group details as appropriate.
  5. Click OK on the User Group dialog to close it and commit the changes.
  6. Click OK on the User Group Management dialog to close it .

To delete an existing use group:

  1. Select System | Account | Manage User Groups.

    The User Group Management dialog is displayed.

  2. Select the user group to delete in the list view.
  3. Click the Delete button.

    A message is displayed asking for confirmation.

  4. To proceed with deletion, click Yes.

    Note: Deleting a user group does not unallocate any work assigned to the individual users in the group.

    5. A confirmation message is displayed informing you that the deletion was successful.

  5. Click OK.
  6. Click OK on the User Group Management dialog to close it.

Administrative tasks