User Groups

By default, all users not in a user group have access to:

• Create documents of any form type throughout the program for any student district-wide.
• Own, edit or view any documents they are explicitly added to by another user for any student district-wide.

This simple model works well for many districts. Generally, staff do not start unnecessary documents for students (they have enought to do already!), and they are not able to access any other documents they haven'ts been given access to.

However, as an administrator you may choose to leverage user groups when:

• You want to give some users default permissions to certain types of documents
• You want to limit some users' abilities by setting maximum permissions for certain types of documents
• You want to limit user's access to students in certain buildings

Once user groups are created, they can be applied to users throughout the district. Each user may belong to zero or more (multiple) user groups.

• What is a user group
• Add a user group
• Update user group permissions
• Delete a user group
• Assign users to user groups

What is a user group link

Each user group can be thought of as a set of form permissions for a group of users. For each form, a default permission, maximum permission, and set of buildings to apply these to can be set.

• Default - The default document permission user group members have for all documents of a given form type (unless their access is increased when they are explicitly added to a document or create a document themselves). For example, a user may have default Can View access for all IEPs, but have Is Owner access for any IEPs they create themselves or Can Edit access on IEPs they've been added to.
• Max - The maximum document permission user group members have for all documents of a given form type. Administrators and document owners cannot increase users' access when adding them to documents explicitly beyond this permission. For example, a user in a user group with maximum Can View document permission for IEPs cannot have a document transferred to them, since their permission post-transfer would be Is Owner.
  • lightbulb Tip
    In order to be able to create a document of a given form type, Max permission must be set to Is Owner.
• Buildings - The buildings default and max permissions apply to for each form.

Add a user group link

To create/add a user group:

1. Visit Settings > User Group.
2. Click the +add link in the blue bar.
3. In the User Group field, enter a name for the user group (eg Principals-WHS, GenEd-WMS).
4. Scroll to each form you wish to assign permissions to. Select the default permission, maximum permission and buildings to apply the permission to.
5. Click the Save user group button at the bottom of the page.

Update user group permissions link

To update permissions for a user group:

1. Visit Settings > User Group.
2. Search for the user group you wish to update permissions for. Click on the group.
3. Update permissions as needed.
4. Click the Save user group button at the bottom of the page.

Delete a user group link

To delete a user group:

1. Visit Settings > User Group.
2. Search for the user group you wish to delete.
3. Check the box next to the user group in the list. Then click the button Actions > Delete.

Assign users to user groups link

You can assign a given user to a user group by visiting the user's Basics tab. You can assign user groups in bulk from the Users list screen. Update a user's user groups