Adding, editing and deploying groups

You can add user groups, define group rules, set their access levels, and deploy the groups. Before proceeding with group rule building, review the material that discusses the parameters that are available in the rule builder.

Note:  To use the optional non-standard data in group rules, you must use Group Field Configuration to create new fields
  1. Click the Document Manager button.
  2. Select Tools > Group Management. The Group Management menu opens, showing all groups in the system.
  3. To add a group, click Add. (If you have not selected a group, the Add form is already open. to edit a rule, select the group you want to edit instead.)
    Name
    The name that is utilized by the system. It must be unique. Do not use spaces or special characters in this field.
    Full Name
    The name that is displayed in all instances where groups are assigned to documents, uploads, and other features.
    Description
    A description of the group, specifically of identifying criteria, that is used by administrators viewing group rules.
    Class
    The class is used to organize the portal groups in the Groups Management menu. For example, The Administration class can include several groups.
    Or
    Use this field to create a new class of groups if none of the standard groups meet your needs.
    Access Level
    The portal users' level numbers are used in conjunction with the upload tool. The level number for most groups should be set to zero. Any groups whose users are tasked with uploading documents e.g., HR, Admin, should have a higher level.
    Rule
    The criteria that define the group. To create the rule, use the rule builder.
  4. When you are ready to define the group rule, click Rule Builder.
    • If you are adding a new rule or if the rule you are editing is valid, the rule builder opens.
    • If the rule you are editing is invalid, a message displays with specific guidance. An invalid rule does not display in the group rule builder. The rule must be fixed directly in the Rule field.
  5. Add or edit the rule.
  6. Click OK. The validation script runs. If the rule passes validation, it displays in the Rule field of the Group Details form. If it fails validation, a message displays with specific instructions about the parts of the rule that are invalid.
  7. Click Add or Update to save the group rule. The validation script runs again. If the rule passes validation, it displays in the Rule field of the Group Details form. If it fails validation, a message displays with specific instructions about the parts of the rule that are invalid.
  8. When you finish adding or editing a group, click X to close the window.
  9. Select the group in the list of groups, click Deploy and select an environment.