Establish Access Groups

Explanation

This activity is used to create a new access group and connect users to the given access group.

Prerequisites

• Profiles for the application must have been defined.
• Standard user roles must have been defined for the application.
• Users must have been defined per company.
• Users must have been defined per site.
• Updated access rights must be available only for the specific user roles.

System Effects

• A new access group is established.
• The user responsible for the creation of the access group is automatically connected to the access group.
• Users are connected to the new access group.

Window

Establish Access Group  
View Access Groups Per User 

Related Window Descriptions

Establish Access Group 
Copy or Import Users to Access Group   
View Access Groups Per User  

Procedure

Option 01:

Use this procedure to create a new access group and connect users to the access group:

1. Open the Establish Access Group window and create a new record (F5). 
2. In the Access Group ID field, enter a unique ID for the new access group.
3. In the Access Group Description field, enter a description for the new access group.
4. If the new users that are created in the system are to be connected to the access group, select the New users will automatically be assigned check box. This will automatically assign all users to the access group as a batch job. A batch job may be performed every hour or each night as defined during installation.
5. Save the record (F12).
6. If needed, remove users that were automatically assigned from the access group.
7. If all users are not to be connected to the access group (the New users will automatically be assigned check box is not selected), you can manually connect the users you want. To do this, create a new record in the table of the window, and enter the relevant user's ID in the User ID field. Use the List of Values to select a valid value.
8. Save the record (F12).
9. Note: When the record is saved, the logged-on user and application owner (IFSAPP) are automatically connected to the new access group. These users cannot be removed.

Option 02:

Use this procedure to create a new access group and connect users to the access group using the Copy or Import Users to Access Group assistant:

1. Open the Establish Access Group window and create a new record (F5). 
2. In the Access Group ID field, enter a unique ID for the new access group.
3. In the Access Group Description field, enter a description for the new access group.
4. Save the record (F12).
5. The logged-on user and application owner (IFSAPP) are automatically connected to the new access group. These users cannot be removed.
6. Right-click anywhere in the header of the window, and then click Copy or Import Users to Access Group. This will open the Copy or Import Users to Access Group assistant.
7. Following is a list of the copy options which are available in the assistant:

• Copy from Company - Select this option to copy users from a particular company.
• Copy from Site - Select this option to copy users belonging to a particular site.
• Copy from Access Group - Select this option to copy users belonging to a defined access group.
• Assign all users  - Select this option to assign all existing users to the access group.

8. Once you have selected the option you want, place the cursor in the corresponding field and click List to select a suitable value.
9. Click Next.
10. (Note: If the Assign all users option is selected you can directly close the assistant by clicking Finish.)
11. The second step of the assistant can be used to remove the users that should not be connected to the access group.
12. Clear the Include? check box for the users that should not be connected to the access group. Additional options that can be used are:

• Select All - Can be used to select the Include? check box for all users displayed in the table.
• Deselect All - Can be used to clear the Include? check box for all users displayed in the table. You can then manually select the users you want.

13. Click Finish.

Optional Procedure:

Follow these steps to view the access groups that are connected to a specific user:

1. Open the View Access Groups Per User window.
2. Query (F3) for the user ID and observe the information displayed.