Group Management

Introduction

Group Management enables administrators to organize users into logical groups with specific access permissions. This functionality streamlines permission management by allowing administrators to assign access rights to multiple users simultaneously rather than configuring permissions individually.

Table of Contents

• Group Management
  • Introduction
  • Table of Contents
  • Accessing Group Management
    • Navigation Path
    • Access Requirements
  • Group Management Interface
    • Main View
    • Group List Table
  • Creating Groups
  • Viewing Group Details
  • Editing Groups
    • Limitations
  • Deleting Groups
    • Important Notes on Deletion
  • Group Access Levels
    • Owner
    • Editor
    • Viewer
  • Best Practices
    • Naming Conventions
    • Group Organization
    • Access Control
  • Troubleshooting
    • Common Issues and Solutions
      • Unable to Create a Group
      • Cannot Add Users to a Group
      • Group Changes Not Taking Effect

Accessing Group Management

Navigation Path

1. Log in to the application with an administrator account
2. Click on User Management in the main navigation menu
3. Select Group Management from the dropdown options

Access Requirements

• Users must have either Super Admin or Admin privileges to access Group Management
• Regular users cannot access this section

Group Management Interface

The Group Management interface consists of the following components:

Main View

• Group list table displaying existing groups
• Search bar for filtering groups
• Add New Group button
• Pagination controls (if applicable)

Group List Table

The group list table displays the following information for each group:

• Group Name
• Number of Users
• Access Level
• Date Created
• Last Modified
• Action buttons (Edit, Delete)

Creating Groups

To create a new group:

1. Navigate to the Group Management interface
2. Click the Add New Group button in the top-right corner
3. A popup dialog will appear with the following fields:

Field	Description	Required
Group Name	A unique identifier for the group	Yes
Users	List of users to add to the group	No
Access Level	Permission level for the group	Yes

4. Group Name: Enter a descriptive name for the group (e.g., "Marketing Team", "Development Department")

   • Names must be unique across the system
   • Maximum length: 50 characters
   • Allowed characters: alphanumeric, spaces, hyphens, and underscores

5. Users: Select users from the dropdown list to add to the group

   • The list displays all active users in the system
   • Use the search field to filter users by name or email
   • Selected users appear as tags which can be removed by clicking the 'x' icon

6. Access Level Permissions: Select one of the following access levels:

   • Owner: Full control over resources, including management and deletion
   • Editor: Can view and modify resources but cannot delete or change ownership
   • Viewer: Read-only access to resources

7. Click the Add button to create the group

8. A success notification will appear when the group is created successfully

Viewing Group Details

To view detailed information about a group:

1. Locate the group in the Group Management interface
2. Click on the group name to open the Group Details panel

The Group Details panel displays:

• Group Name
• Access Level
• Creation Date
• Last Modified Date
• List of all users in the group with their individual roles

Editing Groups

To edit an existing group:

1. Locate the group in the Group Management interface

2. Click the Edit button (pencil icon) for that group

3. A popup dialog will appear with the current group details

4. You can modify the following:

   Modifiable Fields:

   • Group Name: Update the name following the same rules as during creation
   • Users: Add or remove users from the group
     • To add users: Select from the dropdown list
     • To remove users: Click the 'x' icon next to the user's name
   • Access Level: Change the group's permission level

5. Click the Confirm button to save changes

6. A success notification will appear when the changes are saved

Limitations

• The group name must remain unique in the system
• Certain system-generated groups may have restrictions on editing

Deleting Groups

To delete a group:

1. Locate the group in the Group Management interface
2. Click the Delete button (trash icon) for that group
3. A confirmation dialog will appear asking you to confirm the deletion
4. Click Confirm to proceed with deletion or Cancel to abort
5. A success notification will appear when the group is deleted successfully

Important Notes on Deletion

• Deleting a group does not delete the users in that group
• Users previously in the deleted group will lose any access permissions granted through that group
• Group deletion cannot be undone
• System-generated groups cannot be deleted

Group Access Levels

Understanding the different access levels for groups is essential for proper permission management:

Owner

Capabilities:

• Full control over assigned resources
• Can create, read, update, and delete resources
• Can change ownership of resources
• Can manage user permissions

Use Case: Assign to administrators or team leads who need complete control

Editor

Capabilities:

• Can view and modify assigned resources
• Cannot delete resources or change ownership
• Limited ability to manage user permissions

Use Case: Assign to team members who need to contribute and make changes

Viewer

Capabilities:

• Read-only access to assigned resources
• Cannot make any modifications
• No permission management abilities

Use Case: Assign to stakeholders who only need to view data

Best Practices

Naming Conventions

• Use clear, descriptive names for groups
• Consider including department or function in the name
• Be consistent with naming patterns

Group Organization

• Create groups based on organizational structure or project teams
• Avoid creating too many small groups (increases management overhead)
• Avoid too few large groups (decreases permission granularity)

Access Control

• Follow the principle of least privilege
• Regularly audit group memberships and access levels
• Remove users from groups when they no longer need access

Troubleshooting

Common Issues and Solutions

Unable to Create a Group

Issue: Error message when trying to create a new group

Possible Causes:

• Group name already exists
• Required fields are missing
• You don't have sufficient permissions

Solution:

• Choose a unique group name
• Fill in all required fields
• Ensure you have Admin or Super Admin privileges

Cannot Add Users to a Group

Issue: Unable to add certain users to a group

Possible Causes:

• User account is inactive
• User already belongs to a conflicting group
• You've reached the maximum number of users for the group

Solution:

• Verify the user account is active
• Check for group membership conflicts
• Contact system administrator if you've reached user limits

Group Changes Not Taking Effect

Issue: Changes to group permissions aren't reflected in the system

Possible Causes:

• Cache or synchronization delay
• System conflict with other permission settings
• Database replication lag

Solution:

• Refresh the page or log out and back in
• Wait a few minutes for changes to propagate
• Contact system administrator if problem persists

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For additional support or to report issues with Group Management, please contact your system administrator or the support team.