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Administering Access Groups

You can group parties of types Position, Organization, Household, and User List into access groups for the purpose of controlling their individual members' access to data.

You administer access groups in the Administration - Group screen. This screen contains the Access Groups tree and the Access Groups list.

The Access Groups tree lists all access groups on the second level of the tree. Each access group can be expanded to show its descendants. Therefore, an access group can appear at different levels in multiple branches of the tree. An access group that has no parent access group is the top node of an access group hierarchy. For information about access groups, see Access Control for Parties and About Access-Group Access Control.

Creating an Access Group

The following procedure describes how to create an access group.

To create an access group

1. Navigate to the Administration - Group screen, then the Access Groups view.

   The Access Groups tree and the Access Groups list appear.

2. In the Access Groups list, add a new record.

   A new access group record.

3. Complete the following fields, then save the record. Use the guidelines below.

   Field	Guideline
   Name	Required. Provide a name for the access group.
   Group Type	Pick Access Group or Partner Community. These labels denote conceptual differences. Functionally, they are the same.
   Parent Access Group	Specify a parent access group from which this new group inherits access to data that the parent group has access to.

   The new access group also appears in the Access Groups tree.

Modifying an Access Group

You can modify an access group by adding or deleting members using the following procedure.

To add members to an access group

1. Navigate to the Administration - Group screen, then the Access Groups view.

   The Access Groups list appears.

2. In the Access Groups list, select an access group.
3. In the Members list, add a new record.

   A pop-up list appears that contains positions, organizations, accounts, households, and user lists.

4. Select one or more members, and then click OK.

   The selected members appear in the Members list.

5. In the Access Groups list, save the record.

You can delete members from an access group similarly.

Modifying an Access Group Hierarchy

You can modify the hierarchy of an access group by changing an access group's parent as described in the following procedure.

To modify a hierarchy of access groups

1. Navigate to the Administration - Group screen, then the Access Groups view.

   The Access Groups list appears.

2. In the Access Groups list, select an access group.
3. Click on the Parent Access Group field.

   The text box becomes editable and its entry is highlighted.

4. Do one of the following to modify the hierarchy:
   • To make the access group the top node of its own hierarchy, delete the entry in the Parent Access Group field. Click Save.
   • From the Parent Access Group field, pick a new parent and click OK. Click Save.

     The Access Group tree is updated to reflect the access group's new position in a hierarchy.

Related Topic

Implementing Access-Group Access Control