Managing User Groups

You can create user groups to grant additional access to a set of users. Multiple roles across multiple organizations can be assigned to a user group. When a user is added to a user group that has additional roles that the user may not currently have, the user will inherit the roles associated with that user group in addition to their existing roles and permissions. The effective permissions of a user within an organization will then be the sum of all permissions granted through both manually assigned and inherited roles. When the user logs in, they will then be able to see their additional access granted by those new roles.

Note:

For more information on identifying your assigned roles and organizations, see Viewing Assigned Roles and Organizations.

To create a user group

You can create user groups and assign users to the user group using the following procedure. If you'd prefer to create the user group list first and assign users to the user groups at a later time, you can complete steps 1 - 4 and click the Create button in the Enter User Group Details section.

Note:

For Incident Management use cases, Admins should create groups with users from the same organization. When assigning an incident to a user group, ensure the group contains users from the organization assigned to the incident.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. For more information, see User Groups Screen Reference.

    The User groups screen appears.

  3. Click the Create user group button.


    Field
    Description
    Group name

    Enter a name for the user group.

    Description

    Enter a description for the user group.

    The Enter user group details section on the Add user group screen appears.

  4. Complete the fields, as necessary.
  5. Click the Next button.


    The Add users section appears.

  6. Select the check box for each user that you want to add to the user group. These users will appear in the Selected users column.
  7. Click the Next button.


    The Assign Roles section appears.

  8. Click the Add Roles button.


    Field
    Description
    Role

    Select a role to add to the user group. Users assigned to the user group will inherit this role.

    Organization

    Select the organization in which users will be assigned the selected role.

    The Add Role modal appears.

  9. Complete the fields, as necessary.
  10. Click the Add button to add the role to the user group.
    Note:

    Alternatively, you can click the Save and add new button to add another role to the user group.

  11. Click the Create button. The user group is created.
    Note:

    Alternately, you can click the Create & Add Another button to add another user group.

User Groups Screen Reference



Field
Description
Group name

Name of the user group.

Number of users

Number of users that were added to the user group.

Description

Description of the user group.

Created by

Name of the user that created the user group.

Created date

Date and time on which the user group was created.

Last modified by

Name of the user that last modified details for the user group.

Last modified date

Date and time on which the user group was last modified.

To add users to a user group

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. The User groups screen appears.

  3. Click the link in the Group name column for the user group to which you want to add users. The Users tab on the User group details screen appears.


  4. Click the Add Users button. The Add users modal appears.


  5. Select the check box for each user that you want to add to the user group. These users will appear in the Selected users column.
  6. Click the Add button to add the users to the user group.

To remove users from a user group

You can remove users from a user group on the User group details screen using the following procedure. Alternatively, you can remove a user from a user group on the User groups tab on the Users screen.

Note:

For more information on the Users screen, see Adding and Editing Users.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. The User groups screen appears.

  3. Click the link in the Group name column for the user group from which you want to remove users. The Users tab on the User group details screen appears.


  4. Select the check boxes corresponding to the users that you want to remove from the user group, and click the Remove button. The Remove user from user group modal appears. If only one user was selected, the name of the user will appear on this modal. If multiple users were selected, the number of users will appear on this modal.


  5. Click the Confirm button to remove the user from the user group.

To add roles to a user group

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. The User groups screen appears.

  3. Click the link in the Group name column for the user group to which you want to add roles. The Users tab on the User group details screen appears.

  4. Navigate to the Roles tab.


  5. Click the Add Roles button. The Add Role modal appears.


    Field
    Description
    Role

    Select a role to add to the user group. Users assigned to the user group will inherit this role.

    Organization

    Select the organization in which users will be assigned the selected role.

  6. Complete the fields, as necessary.
  7. Click the Add button to add the role to the user group.
    Note:

    Alternately, you can click the Save and add new button to add another role to the user group.

To remove roles from a user group

You can remove roles from a user group on the User group details screen using the following procedure.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. The User groups screen appears.

  3. Click the link in the Group name column for the user group from which you want to remove roles. The Users tab on the User group details screen appears.

  4. Navigate to the Roles tab.
  5. Select the check boxes corresponding to the roles you want to remove from the user group, and click the Remove button. If only one role was selected, the Remove role modal appears. If multiple roles were selected, the Bulk remove roles modal appears.




  6. Click the Confirm button to remove the role(s) from the user group.

To edit user group details

You can modify the user group details as needed either directly from the User groups screen or on the Details tab on the User group details screen.

User Groups screen

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. The User groups screen appears.

  3. Click the Context Menu icon corresponding to the user group you want to modify, and select Edit. The Edit User Group modal appears.


  4. Make changes to the user group, as necessary.
  5. Click the Edit button to save your changes.

User group details screen > Details tab

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. The User groups screen appears.

  3. Click the link in the Group name column for the user group that you want to edit. The Users tab on the User group details screen appears.

  4. Navigate to the Details tab.
  5. Hover over the Name or Description fields, and click the Edit icon.
  6. Make changes to the user group, as necessary.
  7. Click the Save button.

To delete a user group

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. The User groups screen appears.

  3. Click the Context Menu icon corresponding to the user group you want to delete, and select Delete. The Delete user group modal appears.
    Note:

    Alternatively, you can click the Context Menu icon on the User group details screen and select Delete.



  4. Click the Delete button.

To export the User Group List

You can export a list of all user groups in the platform. The User Group List is exported as a .csv file and includes all the user group details found on the User Groups screen.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. The User groups screen appears.


  3. Click the Context Menu icon in the screen header, and select Export. The User groups export modal appears.


  4. Select the User Groups List option.
  5. Click the Export button. A notification will appear on the Notifications icon in the Global Header when the report is ready to download.
  6. Click the Notifications icon and select the User Groups export. The file will download to your local system.

To export the User Group Memberships

You can export a list of all user group members in the application. The User Group Memberships list is exported as a .csv file and includes a list of all members that are part of each user group in the platform. The list also includes the roles inherited by the users through the respective user groups.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select User management > User groups. The User groups screen appears.


  3. Click the Context Menu icon in the screen header, and select Export. The User groups export modal appears.


  4. Select the User Group Membership option.
  5. Click the Export button. A notification will appear on the Notifications icon in the Global Header when the report is ready to download.
  6. Click the Notifications icon and select the User Group Members export. The file will download to your local system.