User groups

To add filters to portal documents, you must create user groups with distinguishing characteristics using group rules. Then, you can assign the groups to certain documents.

Note: In general, groups are established during the implementation phase of HRSD Knowledgebase.

If a document is accessible for all users, you can use the existing Everyone group.

Adding, editing, and deploying groups

You can add user groups, define group rules, 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 information provided during implementation to know the parameters you must use to create new groups.
  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. Select Tools > Group Management.
  5. On the Portal Groups tab, click Add to add a group or select an existing group from the list to update.
  6. Specify or update this information:
    Name
    Specify a unique name to identify the group. Don't use spaces or special characters in this field.
    Full Name
    Specify the name that is displayed in all instances where groups are assigned to documents, uploads, and other features.
    Description
    Provide a description or an identifying criteria for the group.
    Class
    Select a class in this field to organize the portal groups in the Groups Management page. The options in the class drop-down are global. Don't create new classes.
    Access Level
    Leave blank.
  7. To define the rule for the group, click Rule Builder. When you add a new rule or edit a valid rule, the Rule Builder screen opens. When you edit an invalid rule, a message is displayed containing specific instructions. An invalid rule doesn't appear in the group Rule Builder, and you must fix it directly in the Rule field.

    See Group rules.

  8. Add or edit the rule.
  9. Click OK to run the rule validation script.

    If the rule passes validation, it's displayed in the Rule field of the Group Details form. If the rule fails validation, a message is displayed with specific instructions about the parts of the rule that are invalid.

  10. Click Add or Update to save the group rule and run the rule validation script again.
    If the rule passes validation, the code for the rule is added to the Rule Code field of the Group Details form. If the rule fails validation, a message is displayed with specific instructions about the parts of the rule that are invalid.
  11. Select the group in the list of groups
  12. Click Deploy.
  13. From the Deploy menu, select an environment to deploy the group.