The AWARDS database is set up with several default user groups to which permissions can be assigned on the User Group layer.  The list of default groups can be added to and maintained using the Configure User Groups link within the System Setup module Permissions Maintenance feature. 

  NOTE: In multi-agency, HMIS, and single-agency divisional databases, only "Continuum Staff" have the ability to configure and assign permissions to user groups.  Users assigned to a specific agency within their staff information records in the Human Resources module will not see the Configure User Groups option under the System Setup module, Permissions Maintenance feature.

To create, update the permissions for, or delete a user group, complete the following steps from the AWARDS Home screen:

1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.
2. Click Permissions Maintenance.  The Permissions Selection page is displayed.

3. Click the Configure User Groups link.  The Configure User Groups page is displayed.  This page contains a list of all existing user groups, and the members of those groups.
4. At this time, complete one of the following user group configuration tasks:

  Add a new user group and assign permissions to that group - To do so, in the Add New User Group field at the bottom of the page, type a name for the user group to be created.  Continue with step 5.

  TIP: Each user group name must be unique.

  Update an existing user group's permissions - To do so, continue with step 6.

  Delete an existing user group - To do so, click the Delete checkbox next to the user group to be deleted.  Continue with step 5.

  TIP: A user group can only be deleted if there are no users in it.  To re-assign users to other user groups, use the System Setup module, Login Maintenance, Update User Group feature.  

5. Click UPDATE USER GROUPS.  Any new user groups are added to the list, and any user groups selected for deletion are removed.  A User Groups Updated page is displayed.  At this time, any of the following tasks can be completed:

  Update the permissions for a new or existing user group - To do so, continue with step 6.

  Update user group assignments - To do so, click the Update User Group Membership link at the bottom of the page to access the System Setup module, Login Maintenance, Update User Group feature.

  Add another new user group or delete an existing user group - To do so, click Configure User Groups and repeat steps 4 and 5 as needed.

If completion of none of these tasks is necessary, the process of configuring a user group is now complete.  The steps that follow detail updating the permissions for a new or existing user group.

6. Click the name of the user group for which permissions are to be assigned.  The Permissions for User Group Layer page is displayed.

  NOTE: No two users can update the permissions for the same user group at the same time.  If another user is currently updating the permissions for the user group you have clicked, the Permissions for User Group Layer page cannot be displayed.  Instead, a record "locked" notice is displayed, and you will be prompted to wait and try again later.

7. Click the checkbox next to each permission that members of the selected user group should be granted.  To restore default (inherited) permissions for a user group rather than assign new ones, click the Restore Defaults button at the bottom of the page, and then click Update Permissions.  (For more information on default permissions, see Permissions Layers.  For more information on restoring defaults, see Re-Applying Inherited Permissions.)

  TIP: Users can only assign program chart access permissions for those programs to which they themselves have access.

  NOTE: Permissions assigned to a user group will be overridden for specific group members if the individual layer for those members has been updated. If the individual layer has not been updated, the job title layer will be checked for permissions, and then the work role layer if the job title layer was not updated. If none of those layers were updated for a group member, he or she will be given access based on user group.

8. Click UPDATE PERMISSIONS.  The permissions assignments are saved and a read-only report version of the updated user group permissions information is displayed on the Permissions for User Group Layer page.
9. At this time, any of the following tasks can be completed:

  Make additional changes to the permissions of the user group you are working with - To do so, click the [Group Name] Data Entry link.  The Permissions for User Group Layer page is displayed.  Repeat steps 7 through 9 as needed.

  Add another user group or adjust the permissions for other existing user groups - To do so, click Configure User Groups.  The Configure User Groups page is displayed.  Repeat steps 4 through 9 as needed.

  Update user group assignments - To do so, click the Update User Group Membership link at the bottom of the page to access the System Setup module, Login Maintenance, Update User Group feature.

The process of configuring user groups is now complete.

  https://demodb.footholdtechnology.com/help/?10124