Add or Edit a System Group

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Project > Settings drop-down > System Settings > Provisioning > System Groups > New System Group | Edit

Requires System Groups - Add/Edit permissions

If you have the appropriate System-level permissions, you can add a new System Group entry or edit the information for an existing System Group.

Note: You can use eDiscovery to select the member Organizations for a System User or System Group as of 5.4.2.0.

New System Group or Edit System Group Options

When you launch the New System Group dialog, you will see a System-level role preselected for you. This is the default System-level role selected for the System Group. System Users with the appropriate permissions can set an available role as the default role using the Set as Default option, available from System Settings > Provisioning > System Role Permissions. You can either use the default role for the new System Group, or you can select another available role for the new System Group.

Note the following restrictions for System Group roles:

• When creating a System Group, only System Users with the System Administrator role can view and select the System Administrator role for the Group. The System Administrator role will not be visible in the role drop-down menu to System Users who are not in the System Administrator role (for example, those in the default System Manager role).

• When editing an existing System Group that has the System Administrator role, any System User who is not in the System Administrator role (for example, those in the default System Manager role) will only see the set System Administrator role and will not be able to change it.

• When editing an existing System Group that has a role other than the System Administrator role, either the System User's own Group or another Group, the System User will be able to view and select available roles in the role drop-down menu except the System Administrator role.

In general, note that there must be at least one System User in the System Administrator role, the last System Administrator-level account cannot be deleted, nor can the role for that last System Administrator-level account be modified.

The following fields all apply when creating a System User; for editing a System User, all except Username and Password generally apply, with the previously noted limitations for role changes:

• Name The unique name of an item. For many items, the name can have up to 100 characters. Some items, such as a Connector name, can have up to 255 characters. An Excluded Content Block name is limited to 32 characters.(required) – Specify the account name for this System Group. The System Group must be unique across other Groups. The System Group name must be unique and is subject to validation upon creation. You cannot edit the name of a configured System Group. The name can include alphanumeric characters, spaces between characters in the name (leading and trailing spaces are ignored), and some supported characters (such as a period, hyphen, underscore, and apostrophe). During validation, the software will also allow characters from foreign languages (for example, Korean characters). However, the following characters are not supported for Tag names and will generate an error message indicating that your entry contains invalid characters:

! " # $ % & * + / : ; , < = > ? @ [ \ ] ^ { | } ~ “ ”

• Description Provides a helpful description of an item. A description can have up to 255 characters. – An optional description of the System Group.

• Role — A role represents a set of permissions to apply actions to objects. As long as you have the appropriate permissions, you can assign a System User to any role from the drop-down list of those available, which includes the predefined roles and any custom roles created. Predefined roles include the following:
  • IT Administrator — Has full permissions to manage all aspects of the system. Only a System User in the IT Administrator role has the Add/Edit and Delete permissions for Storage, which are needed to configure and manage the system storage on which extracted documents and other data are stored. (All System Roles have the View permission for Storage.) This role cannot be deleted.
  • System Administrator — Has full permissions to manage all aspects of the system except Add/Edit and Delete for Storage. Only a System User in the IT Administrator or System Administrator role can assign other System Users to the System Administrator role. This role cannot be edited or deleted.
  • System Manager (default) — Has permissions to manage many aspects of the system, but not all. For example, a System User in this role does not have permissions to perform some IT-level functions.
  • System Member — This role has a smaller set of permissions, mainly for viewing System-level information.

OK or Cancel Actions

The following actions control whether the System Group configuration is saved or discarded:

• OK – Verifies the new or modified System Group configuration. As long as you have addressed all required fields, this option saves the new or modified System Group information.
• Cancel – Cancels the addition or modification of the System Group.