Groups make it easy to group users who perform similar functions together. 

To create a group:

  1. Go to Settings > Groups.
  2. On the right sidebar, type the name of your group
  3. Click the “Add” button. The group will appear in the list of groups.

To add users to a Group: 

  1. Click on the Group name.
  2. In the Add User section on the right, enter in the user's name.
  3. Select them from the dropdown menu that appears

To remove a user from a Group: Click into the Group name and click on the "x" next to the user's name.

 

How to use Groups

A Group can be assigned to the following areas:

  • Access to edit submitted forms for a specific Record Type
  • Access to manage records within a specific Record Type
  • Approvals and Inspections for a Workflow

To give a group access to edit forms or to manage a specific Record Type

  1. Go to that Record Type (Settings > Categories & Record Types).
  2. In the Employee Access section, click Add a Group or Users
  3. Enter in the Group Name
  4. Select them from the drop down menu that appears.
  5. Select the access level from the from down menu on the right.

To assign a group to an Approval step in a Workflow 

  1. Go to the workflow
  2. Add the new workflow step or click on an existing one to edit.
  3. Enter in the group name in the Approval Settings section.
  4. Select them from the drop down menu that appears.

To assign a group to an Inspection step in a Workflow

  1. Go to the workflow (Settings > Record Type > Workflows)
  2. Add the new workflow step or click on existing one to edit it.
  3. In the Inspection Settings section, enable the Public Can Request option and select "Auto-Assign when date is chosen" from the drop down menu.
  4. Enter in the group name in the"Auto-Assign these Inspectors" section.
  5. Select them from the drop down menu that appears.

Please note: When a group is assigned to an Approval or Inspection step, the system assigns the active step to a member of the group, on a round robin basis. Any member of that group can access the active step and re-assign it, if necessary.

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