Assign ProcessMaker Platform users, and other groups, to groups for easier user and permissions management.
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Manage your groups as an Administrator.
Understand what groups are in ProcessMaker Platform.
In ProcessMaker Platform, a group is a set of users and/or other groups that have the following attributes:
All members of the same group are assigned the same set of permissions. Permissions are additive with those configured for individual users: if a group has permissions that group members do not have in their user accounts, those users are granted those group permissions. See Permission Descriptions for Users and Groups.
Optionally, one or more groups can be selected so that the group's members can start and/or cancel Requests associated with a Process. See Edit Process Configuration and Add and Configure Start Event Elements.
Use groups to flexibily manage multiple users and multiple groups to more easily organize roles, user types, or other categories within your organization.
Organize multiple groups within one group to more flexibly manage permission categories.
The following attributes apply to configuring multiple groups within another:
Notifications: When a member of one group triggers an event, such as starting a Request, all members in that group receive the notification. To more flexibly manage notifications across follow this best practice. For email notifications, the Send Email package must be installed.
Task assignment to the Group Manager: When a Task is assigned to the group manager, that Task assigns to the group manager configured to the parent group. The group managers to the child groups within the parent group are ignored.
View the groups in your organization.
ProcessMaker Platform displays all groups in one table that Administrators throughout your organization have created. This makes it easy to manage groups.
Your user account or group membership must have the "Groups: View Groups" permission to view the list of groups unless your user account has the Make this user a Super Admin setting selected.
See the Groups permissions or ask your Administrator for assistance.
Follow these steps to view all groups in your organization:
Log on to ProcessMaker Platform.
Click the Admin option from the top menu. The Users page displays.
The Groups page displays the following information in tabular format about groups:
Name: The Name column displays the name of the group.
Description: The Description column displays the description for 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.
#Users: The # Users column displays how many users are members of the group.
Modified: The Modified column displays the date and time the group was last modified. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Created: The Created column displays the date and time the group was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Use the Search field to filter groups that display.
Click the +Group button. See Create a New Group.
If no groups exist, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
Create a new group.
Your user account or group membership must have the following permissions to create a group unless your user account has the Make this user a Super Admin setting selected:
Groups: Create Groups
Groups: View Groups
Follow these steps to create a group:
Click the +Group button. The Create Group screen displays.
In the Name field, enter the name of the group. This is a required field.
In the Description field, enter a description of the group.
Click the Groups icon from the left sidebar. The Groups page displays all groups.
Click the ellipses icon, and then select the Edit Group option. See Edit a Group.
Click the ellipses icon, and then select the Delete Group option. See Delete a Group.
See the permissions or ask your Administrator for assistance.
The Groups page displays.
Click Save. The Group Details tab displays for the new group to specify groups members and/or permissions to assign the new group. See .
Filter all groups in your organization to find that one you need.
Use the Search function to filter all groups from the Groups page based on your entered text.
Your user account or group membership must have the "Groups: View Groups" permission to view the list of groups unless your user account has the Make this user a Super Admin setting selected.
See the Groups permissions or ask your Administrator for assistance.
Follow these steps to search for a group:
View all groups. The Groups page displays.
Enter in the Search field the text to filter user accounts using any of the following criteria:
Name: Filter by the group name that displays in the Name column.
Description: Filter by the group description that displays in the Description column.
As you enter text into the Search field, groups display that match your entered text.
If there are no search results, the following message displays: No Results.
Edit a group.
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.
Follow these steps to edit a group:
View all groups. The Groups page displays.
Edit settings for any of the following in the group:
Follow these steps to edit the following information about the group as necessary:
Edit the group in which to edit its settings. The Group Details tab displays.
In the Name setting, edit the name of the group. This is a required setting.
In the Description setting, edit the description of the group.
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.
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.
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. This setting is only available if the Advanced User package is installed.
From the Home Page drop-down menu, select the dashboard all members of this group may access. This setting is only available if the Dynamic UI package is installed. See Select the Home Page Dashboard for the Group's Member.
From the Top Menu drop-down menu, select the custom menu that replaces the default top menu for all users in this group. This setting is only available if the Dynamic UI package is installed. See Select the Home Page Dashboard for the Group's Member.
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.
Click Save.
If the Dynamic UI package is installed, 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:
To configure the home page dashboard, redirect URL, menu, xor home Analytics dashboard, the Dynamic UI package must be installed.
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:
From the Dashboard drop-down menu, select the dashboard as the home page for the group.
Click Save.
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: