{"id":1174,"date":"2016-09-22T07:30:29","date_gmt":"2016-09-22T07:30:29","guid":{"rendered":"http:\/\/www.portatour.com\/blog\/users\/en\/?p=1174"},"modified":"2016-09-22T10:49:36","modified_gmt":"2016-09-22T10:49:36","slug":"user-groups","status":"publish","type":"post","link":"https:\/\/www.portatour.com\/blog\/users\/en\/2016\/09\/22\/user-groups\/","title":{"rendered":"User groups"},"content":{"rendered":"

Today’s update provides a new interesting feature in portatour\u00ae for companies with at least 10 field reps<\/strong>: The assignment of user accounts to user groups.<\/p>\n

What is the purpose of user groups?<\/h2>\n

Without user groups every supervisor can log into all other user accounts with a single click. If this is what you want in the future, then you won’t need user groups.<\/p>\n

If, however, you want to restrict the access to certain users, then the new user groups will be just the thing for you. If, for example, you have divided your sales territory into areas with area managers (=supervisors), who each shall only have access to their own team of sales reps.<\/p>\n

How to activate user groups<\/h2>\n

The activation and editing of user groups is exclusively\u00a0reserved to administrators of company accounts with at least 10 licenses. Go to Options<\/strong> and User Management<\/strong> and click the new button User groups<\/strong> in the menu bar.<\/p>\n

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This opens a window where you click the button\u00a0Enable user<\/span><\/strong> groups<\/strong>.<\/span><\/span>\u00a0<\/strong>During the enabling process all users will be initially assigned to the automatically created user group called “default group<\/span>“. Hint: This will not modify portatour\u00ae’s behavior as all users still belong to the same user group after this step.<\/em><\/span><\/span><\/p>\n

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How to administer user groups<\/h2>\n

Go to the already known editing window of individual user accounts to create user groups and to assign users at the same time.<\/p>\n

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Click New group<\/strong> to create a new user group. Then enter the name of the new user group. All existing user groups will be shown in the Member of<\/strong> list. Select those groups the user should be a member of. Multiple selection is possible \u2212 in Windows press the Ctrl key while clicking. User groups without members will be automatically removed.<\/p>\n

Administrators will always have access to all users, irrespective of the user groups. The user list allows you to filter by user groups<\/strong><\/span>, which improves clarity in case you have many users.<\/p>\n

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Exemplary implementation of user groups<\/h2>\n

Take the following steps in order to create the above example of sales areas:<\/p>\n

    \n
  1. Edit the sales manager of the first area<\/li>\n
  2. Click “New group” and enter the name of the area, e.g. “Area North”<\/li>\n
  3. Unselect the “default group” membership. Only “Area North” shall be selected.<\/li>\n
  4. Save the sales manager<\/li>\n
  5. Then edit one sales rep after the other for that region<\/li>\n
  6. Select “Area North” under “Member of”. Only “Area North” shall be selected.<\/li>\n
  7. Save the user<\/li>\n<\/ol>\n

    Repeat steps 1-7 for every sales area.<\/p>\n

    Subsequently, each sales manager can only see the members of his respective territory in the user list and can only log into those user accounts.<\/p>\n

    The company’s supra-regional sales manager becomes a member of all user groups to ensure he has access to all users.<\/p>\n

    Summary of user groups’ effects<\/h2>\n