Understanding multi-Group membership & permissions

Did you know Users can be members of multiple Groups? For example, a User could be a member of both a ‘Technicians’ Group, as well as a ‘Supervisors’ Group. This capability is incredibly important when considering a User’s account permissions, which are assigned at the Group level. Because GoFormz permissions are additive, additional Group memberships do not restrict permissions, but rather add to existing permissions.

For example, suppose that a user has membership in Groups A and B. Group A has permissions for copying forms but not for transferring forms, while Group B has permissions for transferring forms but not for copying forms. Since permissions are additive, the user in this scenario will have permissions to both copy and transfer forms.

Similarly, Groups can be ‘nested’, meaning a subgroup can be created within a ‘parent’ Group. This means that a subgroup will have all the permissions assigned to its parent group, plus any other permissions that you choose to grant. Put another way, a subgroup cannot have fewer permissions than its parent.

Benefits of multi-Group memberships

• Control access
  Groups are critical when controlling User access to specific GoFormz functionalities, including the management of Form Template creation and Reports. Groups also control a User’s access to specific Form functionalities, including the ability to Delete, Copy and Reopen forms, as well as Template access. Controlling a User’s access to such functionalities helps manage impactful account activities.

• Organization and User management
  GoFormz group hierarchies can be structured to mirror your organizational hierarchy, making it much easier to manage Users and make necessary changes.

• Collaboration
  During a Form Transfer workflow, a form can be assigned to a Group rather than an individual User. This means that any user within that Group can claim the Transferred form. This is especially useful when someone in a particular role needs to fill out a form, but it doesn’t matter who specifically.

Adding Users to Multiple Groups

Adding Users to multiple Groups is incredibly easy. Before assigning your Users, be sure to review your Group and subgroup permissions. Then, follow these easy steps:

1. Login to goformz.com and select your username

2. From the drop down menu select Users & Groups

3. Locate or search for a User (via their name or email) and click through to view their user information

4. Below the User’s contact information, locate and click the ‘Add Group(s)’ drop down

5. Select the desired Group you wish to add the User to

6. Click ‘Save Changes’

To learn more about User permissions and Group management, click here.