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Version: 8.2

Groups management

Groups bring together a set of roles in order to represent a type of user or, very often, a given position within the user company.

For example, define the following groups:

  • Sales assistants;

  • Sales managers;

  • HR managers.

You can fill in the following information:

  • Does the group have available actions as soon as they log in?

  • Technical staff can see technical information (XML etc.).

  • Can see collaboration of multiple users (if several users are logged in at the same time).

  • Customer or supplier group?

  • You can authorise or not the customisation of user views (you can even authorise sharing, which will overload everyone's views).

  • You can also integrate the roles that are associated with the group. It is also possible to add additional elements (authorisation, permissions, menus).

Group record​

Access: Administration → User management → Groups

In a company, you can have several departments. For example, a department may have access to the Sales module and will have the role of Manager within the Sales module. The groups correspond to the user's job.

You can give a group, centred on Sales, access to two roles: Manager role for the Sales module and Read role. The read role means it’s read-only, which can be useful for the Purchases module.

The Accounting group could be assigned the following roles: Read role in Sales and Purchases, and Manager role in Accounting and Invoicing.

In order to define the roles of a group:

  1. Open the group file.

  2. Roles: in the ‘Roles’ tab, select the roles that will be assigned to this group (for example, ‘CRM Read’ and ‘Sale Read’).

Other options on the group file:

  1. Technical staff: this option is reserved for administrators only. When this option is enabled, you can see the tooltips containing technical information for each field. However, don't forget to disable this option for users.

  2. Customer: tick this box if it is a customer group.

  3. Supplier: tick this box if it is a supplier group.

  4. Home action: select a dashboard here, either directly for a user on their file, or directly for the whole group (all users in the group will have access to the dashboard).

  5. Permissions: in the ‘Permissions’ tab, add specific authorisations that do not form part of the roles.

  6. Permissions (fields): in the ‘Permissions (fields)’ tab, add specific permissions per field that are not part of the roles.

  7. Menus: in the ‘Menus’ tab, add specific menus that are not part of the roles.

  8. Views: in the ‘Views’ tab, add specific views that are not part of the roles.

Group menu asisstant​

Access: Administration → User management → Group menu assistant → New +

  1. Open a new Group menu management assistant form.

  2. Groups: select the groups. For example, Purchases, CRM and Sales.

  3. Menus: select the menus. For example, all Sale Orders and Sale Quotations menus. You can only select parent menus, which makes it easier to select children menus later on.

tip

Refine your search by entering the title, for example, ‘Sale’.

  1. Create file: click on the ‘Create file’ button.

  2. Click on the file to download it.

  3. In the downloaded file, you will find all the menus, and in columns you will find different groups. Select to whom you want to display a menu to by placing a cross in the correct column.

  4. Import: import the file once again in order to update all groups.