Access groups are what you use to control your users' different rights and access to the system. There are different types of groups/roles for this, but in this guide we will only go through what we call authorisation groups.
These groups are always connected to your organisation, i.e. not specific cases or recruitments.
To get to the administration and the overview of your access groups, click on “Admin” - “Access groups” in the menu.
You will then see the list of the access groups that you have created on the account. You can then:
Create new access group
Edit existing group
Copy an existing group
Delete an existing group
Create access group
To create a new access group, press the "Create access group" button in the top right corner.
Information
Start by entering a name for the group. We recommend that you name the group after what it can do and which organisation it belongs to, e.g.: Manager - Social Administration. This makes it easier for you to keep track of which group is doing what.
After this, you have the option to fill in a description - for example, you can describe here more specifically what the group can do / has access to. This field is not mandatory, but we recommend that you fill it in. The description will appear in the list of your groups.
The next step is to choose a type for the group, and the type of group that we talk about in this guide is an organisational access group, as the group will be linked to a specific organisation and not a recruitment case or a work group.
You can choose to limit the access group, then only users with a specific right can administer the group in question.
Organisations
Then you choose which organisation the group should be connected to. It is therefore the part of the organisation to which the rights that you will then add will apply.
You have the option to limit the group to apply to a specific organisation by selecting one from the drop-down list.
If you want the group to also apply to any sub units of that organisation, check "Include sub units".
If you don't want to limit the group, but want the rights you add to apply to your entire account, you select the top organisation in the list and check "Include sub units". Users that you later add to the group will then have the rights to your entire account.
To add an organisation, you must press the plus icon after you have selected the organisation in the list.
Rights
Then we come to the rights that you want to be included in the access group.
These are divided into categories in a list on the left, and you will find the rights in each category on the right with a brief explanation of what they mean.
That's a lot of rights, so it's no wonder you feel a little overwhelmed. If you need help creating an access group, we recommend that you look at the articles "Common access groups" and "List of all the access rights".
This is the last step in how to create an access group, so don't forget to save!
Group members
You have the opportunity to see directly from an access group which users are added to it. You do this by clicking on "Show members" at the top of the page when you have entered the group in question.
Copy access group
If you wish to copy an access group, you can do so via the list of access groups. You copy a group by:
Click on the icon with two documents on it, on the far right.
When you copy an access group, the name will be the same name as the original followed by “- Copy”, and end up just below the original group in the list.
When the copy is made, you can go in and edit it to e.g. change name, organisation or correct which rights should be in it.
If you are going to have several access groups with similar sets, it can be good to work with copies to avoid building each access group from scratch!
Administer multiple groups simultaneously
If you have a right that is to be distributed or removed to/from several different access groups, you have the option to do so via "Administer several groups at the same time".
If you wish to administer certain specific groups, you have the option of searching for them via the name of the group or which organisation the groups belong to.
When you have entered the group name / selected organisation, click on "Search" under the list of rights.
If you instead wish to sort based on a specific right, you also have the option to do so.
You do this by ticking the right(s) you want to find again and then clicking on "Search".
Then a list will come up with all access groups that contain that/those rights.
At the top left of "Group name" you have the option to mark/unmark all access groups.
When you have looked up your access groups, it is time to mark the access groups that you want to edit.
When you have chosen the access groups you want to administer, you choose which rights you want to administer.
You do this via the drop-down list - you can only select one right at a time and when you have chosen your right, you either click on "Add right" or "Remove right" depending on what you want to do.