Managing the actions that users can perform in Xtendis is done by creating various user groups with specific access rights and by adding users to these groups.
Managing user groups is done by using the User groups page of the Functional management section in Xtendis.
Note: Apart from managing user groups as described in this article, the following can also be managed for user groups:
This is managed via the General settings of Xtendis when logging in as a functional manager.
Accessing the page
To access the page, access the Functional management section of Xtendis and in the menu on the left, click Groups.
The following can be done:
- An overview of all user groups can be viewed
- User groups can be created
- User group settings can be edited
- User groups can be deleted
Each option is explained in this article.
Info: Use the filter to only show information for one option:
When accessing the User groups page, a main overview of all user groups is shown (see the figure above).
The list is sorted alphabetically.
The total number of groups that are shown in the list is displayed below the list on the right side.
Filtering the list
The list can be filtered by using the tools at the top of the page.
|Type to search...||Type any part of a group name or description. While typing, the list is automatically filtered.|
|Group is deactivated||Shows groups that have been set to deactivated.|
To see a general overview of the settings of a group, select the group in the list. A side panel appears on the right side.
The panel shows some main settings at the top while detailed information is grouped in the following tabs:
- Users. Shows the users that are a member of the group. Click a user to view the account settings for that user on the Users page.
- General permissions. Shows general permissions that have been set for the group.
- Archive permissions. Shows permissions specific to archives that have been set for the group.
- Linked groups. Shows groups that the group is linked with. The settings of those groups also apply to the group that is viewed.
Creating a new group is a 2-step process:
Step 1. Setting up general settings, assigning users, and linking other groups.
Step 2. Assigning additional permissions.
Each step is explained below.
1. Setting up general settings and assigning user groups
In this step, the group is created, the general settings are set up, users are added, and optionally other groups are linked so that their settings can be used.
Step 1. Click Create.
The Create group panel appears.
Step 2. Set up the group as needed. When done, click Save.
The options are described in the following table:
|Name||The name of the group, such as Finance.|
|Description||(Optional) A short description of the role of the group.|
|E-mail address||(Optional) The e-mail address of the group, such as firstname.lastname@example.org.|
Defines if the account should be active. When disabled, any settings in the group are not applied to users.
Disable a group when the group should be temporarily deactivated as opposed to deleting it.
The list on the left shows all users in the Xtendis environment. The list on the right shows all users that are a member of the group that is being created.
Double-click a user in a list to move it to the other list.
A link can be created to a group to inherit rights for certain system archives. This applies to technical archives only, such as Connector, Temporary archive, and so on.
This way, those settings do not have to be manually set in the group that is being created.
The list on the left shows all groups that can be linked to. The list on the right shows all groups that are currently linked to the group.
Double-click a group in a list to move it to the other list.
2. Assigning additional permissions
Now that the group has been created and users have been added, permissions can be assigned.
Step 1. Select the created group in the list.
A side panel appears showing an overview of the group settings.
Defining which actions users can perform is done on the General permissions tab and the Archive permissions tab.
Step 2. Access each tab and grant permissions by selecting the check box for that permission.
Editing a group
Step 1. In the list, select the group for which you want to edit the settings.
Step 2. In the toolbar, click Edit.
The Edit group panel appears. This panel is the same as the panel for creating a new group (see above).
Step 3. Edit the settings as needed. When done, click Save.
Deleting a group
Caution: When deleting a group, it is deleted regardless of whether any users are added to that group. This action cannot be undone.
Step 1. Select the group that you want to delete.
Note: Instead of deleting a group, it is also possible to deactivate it by disabling the 'Is active' option. This retains all settings for that group which can be useful when it is expected that the group is going to be used again later.
Step 2. In the toolbar, click Delete.
A message appears asking to confirm the action.
Step 3. Click Yes.
The group is deleted.