Creating Access Groups

NOTE: It is only possible to create Access Groups and access group hierarchies while working in the hierarchy-based operating mode.

 

The Limited Access tab is the location where access groups are created and managed, and is from where managers are made members of access groups. From the Limited Access tab, it is also possible to assign access groups to projects, task groups, employees and employee groups.

 

Tip: If you have just switched from manager-level mode to hierarchy-based mode, you may want to remove the access groups automatically created during this switch. See Switch Operating Mode for details on removing unwanted access groups.

 

Prerequisite:

• It is best to have your hierarchy structure designed and reviewed prior to building it in the Limited Access view.

Create an Access Group:

1. Select Limited Access from the navigation bar (Security > Limited Access).

2. By design, new access groups must be located under a parent access group. The parent access group can be either the top level (root) access group or any other existing access group. Locate and click on the access group under which the new access group is to be added.

3. Click the New Limited Access Group button. An edit box is displayed under the parent folder.
   
   

4. Enter a name for the new access group.

5. Press Enter or click elsewhere to save.

 

By default, no managers are assigned to a new access group, but the access group may be automatically assigned to some items. This is because any item that is available to all existing access groups is considered a ‘public’ item. As such, when a new access group is created, it is automatically assigned to any of these ‘public’ items. You can check for any such automatic assignments by clicking on the newly created access group’s name and then clicking the View Access Rights button on the toolbar.

 

 

The next step is to assign managers to the new access group.

 

Notes: It is not possible to insert a new access group in the middle of an existing branch. If this need does arise, it can be accomplished using the cut/copy/paste commands. When a new access group is created, all projects, task groups, employees and employee groups later assigned to it are automatically available to parent access groups in the hierarchy branch.

 

About the root folder: The root/top (highest level) access group is created by default and cannot be removed. The name applied to the root access group is taken from the Company Name field in Settings > Company. The name can be changed using the Rename button on the toolbar. The root access group is automatically assigned to all projects, task groups, employees and employee groups. This is to ensure that all items are available to at least one manager. One manager must always be assigned to the root access group. The manager assigned to the Root folder is the user who first switched the operating mode from manager-level to hierarchy-based mode. Additional managers can be assigned to the root access group.

 

Tips: You can rename any access group by selecting the access group and then right clicking and select Rename button. Many functions located on the toolbars can also be found by right clicking in the pane. The Cut/Copy/Paste functions on the toolbar permit access groups, sub-level access groups and their assignments to be copied and pasted. This may be beneficial when the hierarchy needs to be restructured.

 

Delete an Access Group:

 

Warning: Deleting an access group also deletes any sub-level access groups and any limited access assignments associated with it.

 

1. Verify that the Managers tab is selected in the right side pane.

2. Click on the Access Group’s name.
   

3. Right click and select Delete.