Groups

Groups are a vital function of the role based access control available in OpenProcess. You can access the Groups function within the Setup screen of OpenProcess.

Essentially Groups span two things in OpenProcess. Groups are teams of users doing a specific function and also those users limited to doing the things associated with their group.

The high level Groups screen shows all Groups set up for an environment:

Groups Overview screen

To create a new group, scroll to the bottom of the Groups page and click the ''Add a new group" button.

You're afforded the ability to create a group name and description.

It is HIGHLY recommended that you add a summary of the functionality available in the group name to make it visible in the summary screen above. I.e. the above group names don't have this but the one below does:

Creating a Group

Once a group is created you'll see the list of users that have that group associated with them in the Users tab:

Users associated with a group

It's important to note that a person can be associated with multiple groups and you can click on a user to see which group or groups they are connected to.

Functions leveraging Groups

The following functions, outside of permissions, leverage the groups function.

1) Work allocation - it is possible to assign work round robin among a set of users associated with a group

2) Work supervision - it is possible to associate a set of users linked with a group with the ability to view process steps

3) Search - it is possible to restrict those who can search processes in the Search processes screen to a given set of users associated with a group

4) Updatable in Search Processes - normally one can only update work assigned to themselves. It is possible to make a set of users associated with a group able to update processes directly in the Search Processes screen.

5) REST API failure allocation - it is possible to assign REST API failure processes round robin among a set of users associated with a group

6) REST API failure supervision - it is possible to associate a set of users linked with a group to view REST API step failures

7) Document indexing group - it is possible to associate a set of users with the means to index a specific service area's documents

To find more about the above read the 'Step Set Up' chapter.

In the next article we will walk through each of the permissions available in OpenProcess and what they enable.