posted this on November 2, 2012, 08:42
Groups are collections of Staff Members that can be used instead of a specific Staff Member, for example, in the assignment of requests and reviews, for alerts and autotext entries, for permissions and storage location access, etc. A Group can have any number of members. Security Roles can be assigned to Groups, so that all members of the Group can share the same permissions, but this is not required.
From the Admin Menu
To create a new Group, open the Admin menu, go to the Staff submenu, and select Group.
From the Groups Grid
Click on the Add Group button.
Add the Group
To add the group, enter the group's name in the Name field (1). The Status (2) defaults to Active. To inactivate a group so that it is no longer available for selection, set the Status to inactive.
If the members of the group are staff members, select the Staff Member Member Type (3). If the members of the group are disciplines, select Disciplines. Within each Member Type category, select the staff members or disciplines by placing a checkmark next to the names (4).
When finished, click Save (5).
Assign Security Roles to a Group from the Admin Menu
To assign security roles to groups, open the Admin menu, go to the Staff submenu, and select Role Management.
Assign Security Roles to a Group from the Role Management Grid
To add a new role-based security role for a group, click the Add User Role button (1). If the role already appears in the grid list, click on the Edit icon (2) for that role.
After the Role is saved and it appears in the grid list, click on the User Role icon (3). The Edit User Role window will open.
Place a checkmark in the checkbox next to the newly created Group to add the role-based permissions. Click the Save button.
Assign a Request to a Group
Requests can be assigned to a group from the Request tab on an open or new case, in the Add Request window (after clicking the Add Request button).
Assign a Review to a Group
Administrative, Technical or other Reviews can be assigned to a Group. From the Analysis menu, select Assign Technical Review, Assign Admin Review, or Assign Other Review.
Place a checkmark in the checkbox for the case to which you want to assign the review (1) and then click the Assign button (2).
Place a checkmark in the checkbox next to the name of the Group(s) and click the Save button. The Review will be assigned to the Group and the case will be removed from the grid list of review requests.
Alert the Group
Important information can be disseminated to the Group through the use of Alerts. From the main screen, click the Show All button.
At the top left of the User Alert window, click the Add User Alert button.
Select Staff Member, Role or All from the To picklist (1) and then the group name (2). Type in the Message (3) and click Save (4).
Export or Print the List of Groups
To export the list of Groups to HTML or Excel, or to print the list, click on the Export icon.
The list of Groups will appear in HTML format on a separate web page. From there, click the Print button to print the list, or click the Export to Excel button to perform that task. If the Export to Excel feature is used and the user has Excel installed on the computer, there will be an option to open the list in Excel. Otherwise, the file can be saved as an XMLReport.csv file.