Groups Guide

This guide explains how to use the Groups system to organize users into logical collections and assign role templates for scalable permission management. Groups enable centralized access control, streamlined user administration, and efficient permission assignment across organizational structures and team hierarchies.

🌐 Overview​

The Groups provides comprehensive user organization capabilities. It empowers administrators to:

• Organize users into logical collections based on departments, roles, or functional responsibilities
• Assign role templates at scale through group-based permission management
• Streamline permission administration with centralized access control mechanisms
• Enable efficient user onboarding through pre-configured group assignments
• Maintain consistent access policies across similar organizational roles and functions
• Support organizational hierarchy with flexible group structures and role template inheritance

🧭 Groups Layout​

The Groups interface includes:

1. Group List Panel displaying all existing organizational groups
2. Group Creation Wizard with step-by-step configuration process
3. User Assignment Interface for group membership management
4. Role Template Association Tools for permission assignment

📂 Navigation Structure​

Settings → Groups

The Groups section provides centralized access to all user group management and organizational structure configuration functions.

📋 Groups List Management​

Groups Display Overview​

The Group List presents all existing organizational groups in a comprehensive tabular format:

Group Information Columns​

Available Group Actions​

From the action menu (three-dot icon), you can perform:

• Edit – Modify group details, role templates, and user assignments
• Delete – Remove group from system (affects all assigned users)
• View Details – Review complete group configuration and membership

Search & Management Capabilities​

You can efficiently manage groups using:

• Search functionality to quickly locate groups by name or description
• Export capabilities to download group list for external analysis
• Pagination controls to navigate through large group collections efficiently

➕ Creating New Groups​

Group Creation Workflow​

The group creation process follows a structured two-step wizard:

Step 1: Group Configuration​

1. Click Create Group button to initiate group creation wizard
2. Define group details with descriptive information and purpose
3. Assign role templates to establish group permission framework
4. Review configuration before proceeding to user assignment

Step 2: User Assignment​

1. Select users from organizational user database
2. Review user details and suitability for group membership
3. Confirm assignments and complete group creation
4. Validate permissions inherited by assigned users

🔧 Step 1: Group Details Configuration​

Basic Group Information​

Required Configuration Fields​

• Group Name (Required) – Clear, meaningful identifier representing group purpose
• Description (Required) – Comprehensive explanation of group function and scope

Role Template Assignment​

Template Selection Process​

• Use Search Role Templates functionality to locate appropriate templates
• Select required role templates based on group permission requirements
• Review template configurations showing enabled modules and permissions
• Validate permission alignment with group purpose and organizational policies

Template Information Display​

Each role template card provides:

• Template name and identifier
• Number of enabled modules showing scope of permissions
• Permission summary for quick assessment
• Configuration status indicating template completeness

👥 Step 2: User Assignment Management​

User Selection Interface​

Available User Information​

The user assignment interface displays comprehensive user details:

• Personal Information – First Name, Last Name for identification
• Organizational Details – Department and Designation for context
• Contact Information – Email and Official Email for communication
• Account Status – Current user status and availability

User Selection Process​

Assignment Workflow​

1. Review available users in the organizational user database
2. Use search and filters to locate appropriate users efficiently
3. Select users using checkboxes for group membership assignment
4. Validate selections ensuring appropriate users for group purpose
5. Complete assignment using Finish button to finalize group creation

Navigation Options​

• Back – Return to previous step for configuration modifications
• Finish – Complete group creation and activate user assignments

⚙️ Group Operations​

Group Editing Process​

Comprehensive Modification Capabilities​

1. Access group actions menu and select Edit option
2. Update group details including name and description as needed
3. Modify role template assignments adding or removing templates
4. Adjust user assignments by adding or removing group members
5. Save changes to apply modifications and update permissions
6. Validate impact on affected users and their system access

Group Deletion​

Pre-deletion Considerations​

• Review current group membership and affected users
• Assess permission impact on users losing group-based access
• Plan alternative assignments for affected users if necessary
• Document deletion rationale for compliance and audit purposes

Deletion Process​

1. Click Action menu and select Delete option
2. Review deletion warning understanding impact on assigned users
3. Confirm deletion acknowledging removal of role-based access
4. Monitor user access to ensure continuity of necessary permissions

✅ Best Practices​

Group Design and Organization​

• Use clear and descriptive group names that accurately reflect group purpose and function
• Assign only required role templates following principle of least privilege for security
• Follow organizational structure aligning groups with departments and functional areas
• Document group purposes with comprehensive descriptions for team understanding

Permission Management​

• Review group memberships periodically to ensure continued relevance and accuracy
• Avoid conflicting role templates within the same group to prevent permission conflicts
• Monitor permission inheritance ensuring users receive appropriate access through groups
• Regular access audits to validate group-based permissions remain appropriate

Operational Efficiency​

• Standardize group creation processes for consistent organizational structure
• Use groups for bulk operations when possible to improve administrative efficiency
• Plan group hierarchy to support organizational changes and growth
• Monitor group utilization to identify optimization opportunities

🔧 Troubleshooting Guide​

Common Group Issues​

Group Creation Problems​

• Role template assignment failures – Verify template accessibility and permissions
• User selection issues – Check user status and organizational assignments
• Permission inheritance problems – Validate role template configurations
• Group naming conflicts – Ensure unique group names across organization

Group Modification Issues​

• Edit access problems – Confirm administrative permissions for group management
• User assignment failures – Check user availability and current group memberships
• Role template conflicts – Review template compatibility within groups
• Permission synchronization delays – Allow time for permission propagation

🔒 Security Considerations​

Access Control Management​

• Administrative group access – Restrict Groups management to authorized administrators only
• Permission monitoring – Regular review of group-based permissions and access patterns
• Group membership validation – Periodic verification of appropriate user assignments
• Role template security – Ensure groups use appropriate templates for organizational functions

❓ Frequently Asked Questions (FAQ)​

📌 Summary​

The Groups empowers administrators to:

• Establish scalable user organization through logical grouping structures aligned with organizational hierarchy and functional requirements
• Implement efficient permission management with group-based role template assignment and centralized access control
• Support organizational growth through flexible group structures accommodating changing team compositions and responsibilities
• Maintain consistent access policies across similar roles while enabling customization for specific organizational needs
• Enable streamlined administration with bulk user management and automated permission inheritance through groups
• Ensure security compliance with systematic access control and comprehensive audit capabilities for group-based permissions

By implementing systematic group management practices, maintaining clear organizational structure, and leveraging efficient role template assignment, organizations can achieve scalable user administration, consistent access control, and streamlined permission management across all platform activities.

📝 Important Notes​

• Group deletion immediately affects all assigned users by removing their group-based permissions and access rights
• Role template inheritance ensures consistent permission application across all group members automatically
• Regular group maintenance helps optimize organizational structure and maintain appropriate access control
• Permission conflicts between multiple group assignments should be monitored and resolved promptly
• Group documentation supports organizational understanding and compliance with access control policies
• Administrative oversight ensures groups remain aligned with organizational structure and security requirements

This module enables:

• Logical grouping of users
• Easy role template assignment
• Centralized permission control
• Faster onboarding and access updates

Who Can Access​

Authorized users can create, edit, or delete groups and manage user assignments.

Navigation​

Go to:

Settings → Groups

Group List​

The Group List displays all existing groups in a table format.

Available Columns​

• S.No – Serial number
• Group Name – Name of the group
• Description – Purpose of the group
• Created At – Group creation date
• Updated At – Last updated date
• Created By – User who created the group
• Action – Edit or Delete options

Additional Options​

• Search – Quickly find groups by name
• Export – Download the group list
• Rows per page – Control pagination

Create New Group​

To create a new group:

1. Click Create Group
2. The group creation process is divided into two steps

Step 1: Group Details​

In this step, define the basic information and permissions for the group.

Fields​

• Group Name (Required)
  Enter a meaningful name for the group.
• Description (Required)
  Briefly describe the purpose of the group.

Assign Role Templates​

Below the group details, you can assign one or more Role Templates to the group.

• Use the Search Role Templates field to find templates
• Select the required role templates
• Each template card shows:
  • Template name
  • Number of modules enabled

The permissions applied to this group are inherited from the selected role templates.

Click Next to proceed.

Step 2: Assign Users​

In this step, add users to the group.

User Selection​

• View users in a table with details such as:
  • First Name
  • Department
  • Designation
  • Email
  • Official Email
  • Status
• Use search and filters to find users easily
• Select users using the checkbox

Actions​

• Back – Return to previous step
• Finish – Complete group creation

Once finished, the selected users will inherit permissions from the group’s role templates.

Edit Group​

To edit an existing group:

1. Click the Action (⋮) menu
2. Select Edit
3. Update:
   • Group details
   • Assigned role templates
   • Assigned users
4. Save the changes

Delete Group​

To delete a group:

1. Click the Action (⋮) menu
2. Select Delete
3. Confirm the deletion

⚠️ Note: Deleting a group removes role-based access from all assigned users.

Summary​

The Groups module simplifies user and permission management by combining users and role templates into structured groups.
It ensures consistent access control, reduces manual configuration, and improves system security and scalability.