Edit a Group

Edit a group.

Permissions

Your user account or group membership must have the following permissions to edit a group unless your user account has the Make this user a Super Admin setting selected:

• Groups: Edit Groups

• Groups: View Groups

See the Groups permissions or ask your Administrator for assistance.

Edit a Group

Follow these steps to edit a group:

1. View all groups. The Groups page displays.

3. Edit settings for any of the following in the group:

   • Edit group settings

   • Configure the home page dashboard, redirect URL, menu, home Analytics, and/or visibility settings

   • Manage group members

   • Edit group permissions

Edit Group Settings

Follow these steps to edit the following information about the group as necessary:

1. Edit the group in which to edit its settings. The Group Details tab displays.
2. In the Name setting, edit the name of the group. This is a required setting.

3. In the Description setting, edit the description of the group.

4. From the Status drop-down menu, select the status of the group from one of the following options:

   • Active: An Active group is one to which user accounts can be assigned as members.

   • Inactive: An Inactive group is one to which user accounts cannot be assigned. When a group becomes inactive, user accounts that were members of that group are no longer members.

5. Enable the Two Factor Authentication toggle to enable Two-Step Authentication for the members of this group. Additional settings are required to complete this configuration.

6. From the Group Manager drop-down menu, select the user that manages all members of this group. Tasks assigned to this group can be configured to escalate to the group's manager specified from this setting. If no user is selected as this group's manager, Tasks are assigned by default to the Process Manager.

7. From the Home Page drop-down menu, select the dashboard all members of this group may access. See Select the Home Page Dashboard for the Group's Member.

8. From the Top Menu drop-down menu, select the custom menu that replaces the default top menu for all users in this group. See Select the Home Page Dashboard for the Group's Member.

9. Enable Allow to set a Password to allow members of this group to log on with username and password credentials, which enhances the security with SSO enabled. If this option is disabled, then as a best practice block the option to set or change the password.

10. Review other group settings to edit.

11. Click Save.

Configure the Home Page Dashboard, Redirect URL, Menu, Home Analytics, and/or Visibility Settings

Configure a custom home page and/or a menu for a group's member when any user in that group logs on to ProcessMaker Platform. A custom home page is either a dashboard that displays to the group's user or redirects that group's member to a specified URL. The redirected URL may be to an external site, such as to an organization's portal, or to a ProcessMaker Platform location such as a specified Collection or Saved Search to which that group's member has access. Additionally, show/hide screen elements to customize the dashboard for members of this group.

The custom home page and menu are configured separately.

See the following home page configurations for the group:

• Select the home page dashboard for the group's members

• Configure the home page to redirect to a destination for the group's members

• Select the menu for the group's members

• Select the home Analytics dashboard for the group's members

• Configure visibility settings for the group's members

Select the Home Page Dashboard for the Group's Members

A dashboard displays important and relevant business management information (BMI) and key performance indicators (KPI) to specific business stakeholders when they need it. After the group's user logs on to ProcessMaker Platform, the dashboard displays instead of the default ProcessMaker page.

Ensure that at least one dashboard exists in your ProcessMaker Platform instance.

The group's member does not experience the change until the next time that user logs on.

Follow these steps to select the dashboard for the group's members home page:

1. Edit the group in which to edit its settings.

3. From the Dashboard drop-down menu, select the dashboard as the home page for the group.

4. Review other group settings to edit.

5. Click Save.

Configure the Home Page to Redirect to a Destination for the Group's Members

Configure a custom home page for a group's member that redirects to a specified URL when that user next logs on. The redirected URL may be to an external site, such as to your organization's portal, or to a ProcessMaker Platform location such as a specified Collection or Saved Search to which that group's member has access.

See the following sections for information to redirect to a Collection or Saved Search since both require unique conditions to configure properly:

• Redirect to an external site

• Redirect to a Collection

• Redirect to a Saved Search

Redirect to an External Site

Specify a URL that redirects a group's member to an external site such as to your organization's portal:

1. Edit the group in which to edit its settings.

3. In the Redirect Url setting, enter the external site's URL to redirect to that location upon next log on.

4. Review other group settings to edit.

5. Click Save.

Redirect to a Collection

Specify a URL that redirects a group's member to a Collection when that user next logs on.

Ensure that the group has the following:

• Collection permissions, as configured from a group

• Access to at least view the records in that Collection as group members

Otherwise, that group's member cannot access the Collection.

If a group cannot access a Collection, the following message displays instead of the Collection: Unauthorized.

Locate the Collection's URL prior to configuring this setting.

Follow these steps to configure the redirect URL to a Collection as the group's members home page:

1. Edit the group in which to edit its settings.

3. In the Redirect Url setting, enter the Collection's URL to redirect to that Collection upon next log on.

4. Review other group settings to edit.

5. Click Save.

Redirect to a Saved Search

Specify a URL that redirects a group's member to a Saved Search when that user next logs on.

Ensure that the group's member have been shared the Saved Search; otherwise, that user cannot access the Saved Search.

If a group's member cannot access a Saved Search, the following message displays instead of the Saved Search: Unauthorized.

Locate the Saved Search's URL prior to configuring this setting.

Follow these steps to configure the redirect URL to a Saved Search as the group's member home page:

1. Edit the group in which to edit its settings.

3. In the Redirect Url setting, enter the Saved Search's URL to redirect to that Saved Search upon next log on.

4. Review other group settings to edit.

5. Click Save.

Select the Menu for the Group's Members

A custom menu replaces the default top menu that displays in ProcessMaker Platform. Ensure that at least one custom menu is in your ProcessMaker Platform instance.

The group's members do not experience the change until the next time each user logs on.

Follow these steps to select the menu for the group's home page:

1. Edit the group in which to edit its settings.

3. Review other group settings to edit.

4. Click Save.

Configure Visibility Settings

Show or hide ProcessMaker Platform user interface (UI) elements for members of a group and provide a customized view of the options available in their dashboard. Changes made to these settings effect the UI immediately. However, any currently logged on group members must log off and then log back on to see these changes.

Use the toggle keys in the Visibility Settings section to show/hide the following UI elements:

• Primary Screen Elements

• Request Screen Elements

Primary Screen Elements

The Primary Screen Elements group has the following toggle keys:

• Left Side Bar: Use the Left Side Bar toggle key to show/hide the left sidebar for the members of this group. When the Left Side Bar toggle key is set to Hidden, group members cannot view Request by status type or Saved Searches.
• Request Button: Use the Request Button toggle key to show/hide the +Request button for the members of this group. The +Request button allows users to start a Request for a Process. When the Request Button toggle key is set to Hidden, group members cannot start Requests from their dashboard.
• Breadcrumb Trail: Use the Breadcrumb Trail toggle key to show/hide the breadcrumb menu at the top of each page in the platform. When the Breadcrumb Trail toggle is set to Hidden, group members cannot view the breadcrumbs throughout the platform.
• Global Search Bar: Use the Global Search Bar toggle key to show/hide the Global Search bar for the members of this group. When the Global Search Bar toggle is set to Hidden, group members cannot view the Global Search bar throughout the platform.

Request Screen Elements

• Request Status Container: Use the Request Status Container toggle key to show/hide the summary of a Request for members of this group. When the Request Status Container toggle key is set to Hidden, group members cannot view the Request status container.

• Task Status Container: Use the Task Status Container toggle key to show/hide the summary of a Task for members of this group. When the Task Status Container toggle key is set to Hidden, group members cannot view the Task status container.

Manage Group Members

Manage which user accounts and/or groups are members of a group.

Follow these steps to manage members for a group:

1. Edit the group in which to edit its settings.

2. Click the Group Members tab.

3. Manage the members for this group as necessary:

   Manage users within this group

   • View the user accounts in this group

   • Add a user account to this group

   • Remove a user account from this group

   Manage groups within this group

   • View the groups in this group

   • Add a group to this group

   • Remove a group from this group

4. Review other group settings to edit.

View the User Accounts in a Group

Follow these steps to view the user accounts in a group:

1. Manage the group in which to view members, and then click the Users tab. The Users tab displays the user accounts that are members of this group. If there are no group members, the following message displays: No Data Available.

   The Users tab displays the following information:

   • Username: The Username column displays the user account's username for the group member.

   • Full Name: The Full Name column displays the full name for the group member.

   • Status: The Status column displays one of the following statuses for the user account:

     • Active: An Active user account is one in which a person can use his or her user account to log on to ProcessMaker Platform.

     • Inactive: An Inactive user account is one in which a person cannot use his or her user account to log on to ProcessMaker Platform.

2. Click the Search setting and then enter text to filter the list of user accounts. As you enter text into the Search setting, user accounts display that match your entered text.

3. Review other group settings to edit.

Add a User Account to a Group

Follow these steps to add user accounts to a group:

1. View the user accounts in the group.

2. Click the +User button. The Add Users screen displays.
3. From the Users drop-down menu, select which user account(s) to include as members of this group by selecting the person's full name. Multiple users may be added, one at a time, to this setting. You may click the Remove icon to remove a user account from the Users drop-down menu.
4. Click Save. The user account(s) from the Users drop-down menu display in the Group Members tab.

5. Review other group settings to edit.

Remove a User Account from a Group

Follow these steps to remove user accounts from a group:

1. View the user accounts in the group.

3. Click Confirm.

4. Review other group settings to edit.

View the Groups in a Group

Follow these steps to view the groups in a group:

1. Manage the group in which to view members, and then click the Groups tab. The Group Members tab displays. The Groups tab displays the groups that are members of this group. If there are no groups within this group, the following message displays: No Data Available.
2. The Groups tab displays the following information:

   • Name: The Name column displays the name of the group.

   • Status: The Status column displays one of the following statuses for the group:

     • Active: An Active group is one to which user accounts can be assigned as members.

     • Inactive: An Inactive group is one to which user accounts cannot be assigned. When a group becomes inactive, user accounts that were members of that group are no longer members.

3. Click the Search setting and then enter text to filter the list of groups. As you enter text into the Search setting, groups display that match your entered text.

4. Review other group settings to edit.

Add a Group to a Group

Circular Group Assignment

Avoid assigning circular group assignments. For example, if you have three groups like Group A, B, and C, follow the next steps:

1. Add Group A to Group B.

2. Add Group B to Group C.

3. Add Group C to Group B.

4. Assign Group A to a Start event to start a request.

There is no possibility to start requests. The start request windows display always loading. To avoid it, remove Group B from Group C.

Follow these steps to add a group to a group:

1. View the groups in the group.

3. From the Groups drop-down menu, select which group(s) to include as members of this group by selecting the group's name. Multiple groups may be added, one at a time, to this setting. You may click the Remove icon to remove a group from the Groups drop-down menu.

4. Click Save. The group(s) from the Groups drop-down menu display in the Groups tab.

5. Review other group settings to edit.

Remove a Group from a Group

Follow these steps to remove a group from a group:

1. View the groups in the group.

3. Click Confirm.

4. Review other group settings to edit.

Edit Group Permissions

Permissions assigned to the group apply to all user account members and/or groups within this group. Follow these guidelines to change which permissions from each permission category that are assigned to all group members:

1. Edit the group in which to edit its settings.

2. Click the Group Permissions tab. The Group Permissions tab displays permissions assigned to all members of that group.
3. Switch on the Assign all permissions to this group toggle to assign all permissions to the members of this group.

4. Click a permission category to expand the view of individual permissions within that category.

5. Click an expanded permission category to collapse that category.

7. Unassign permissions for all members of this Group by switching off its toggle. See Permission Descriptions for Users and Groups.

8. Review other group settings to edit.

9. Click Save if you made any changes in the Group Details or Group Permissions tabs.