User Groups

User groups in conjunction with buildings allow administrative users to assign granular permissions to students in specific groups. A list of all active groups in your district may be found by visiting Settings (left menu) > User Groups. Creating user groups:

• Allows users specific access by default to all/specific documents
• Limit users access by building
• Locks down permissions of groups

An administrative user or owner of a document can only change permissions for a collaborator based on the parameters of their user group(s). That is, their default and max permissions. For example, when adding a collaborator Minnie (the owner of the document) cannot give a user who is a member of user group "WHS-GenEd-Teachers" Is Owner access if the user group Max permission has been set to Can Edit. The user group will either need updated permissions (eg. that form or globally, the group would need a Max permission of Is Owner) or the user will have to be removed from the group.

Form Permissions link

Required Settings	Definitions
Default	The access level members of this user group will have to documents of this form type by default (without being given explicit access by a the document owner).
Max	The maximum access level members of this group can be given for documents of this form type (eg if given explicit access by a document owner).
Buildings	The buildings members of this user group should be able to access through this form permission.

Permission Options link

	Is Owner	Can Edit	Can View	None
Complete Documents	X
Delete Documents	X
Add/Remove Collaborators	X
Edit Documents	X	X
Add/Remove Attachments	X	X
View Documents	X	X	X
Create New Documents	X	X	X	X

Add user groups link

User groups permissions can be added either globally (all available forms at once) or to individual forms (eg only IEP).

To assign global permissions:

1. Visit Settings > User Group.
2. Click the +add link in the blue bar.
3. In the User Group field enter the name of the group you are creating (eg Principals-WHS, WHS-IEP-PR, or Walnut High GenEd Teachers).
4. Assign permissions using the Default, Max and Buildings drop-down menus.
5. Click Save user group button at the bottom of the page.

To assign permissions to individual forms:

1. Visit Settings > User Group.
2. Click the +add link in the blue bar.
3. In the User Group field enter the name of the group you are creating (eg Principals-WHS, WHS-IEP-PR, or Walnut High GenEd Teachers).
4. Scroll to the form you wish to assign permissions to.
5. Choose the Default (left drop-down menu), Max (right drop-down menu) and Buildings (check boxes along the right) permissions you wish the user group to have for that form.
6. Click Save user group button at the bottom of the page.

Update permissions for user groups link

1. Visit Settings > User Group.
2. Search for the user group you wish to update permissions for and click on the group.
3. Update permissions either globally or to individual forms.
4. Click Save user group button at the bottom of the page.

Delete user groups link

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 user to user group(s) link

• You can assign specific members to a group.
• Users can be assigned to unlimited user groups.

1. Create a new user group globally with default permissions of Can View and Max permissions of Is Owner for one building in your district.
2. Create a user group that has View Only access for IEPs in one building in your district.
3. Update the permissions in the first user group you created to include two other buildings for all available forms.
4. Delete the two user groups.