Manage System Groups

Home > Settings drop-down >System Settings > Provisioning > System Groups
Project > Settings drop-down > System Settings > Provisioning > System Groups

Requires System Groups - View permissions to view System Groups, Add/Edit permissions to manage System Groups

System Users in a System-level role with the appropriate permissions can add and manage System Groups, as follows:

• View a list of System Groups.
• Select a System Group, which enables you to manage that System Group entry and, if you have View permissions for System Users, to view a list of System Users assigned to that System Group.
• Add a System Group.
• Manage System Group membership to one or more selected Organizations.
• Edit information for a selected System Group.
• Delete a System Group, which presents you with a popup asking you to verify the deletion of the System Group.

By default, all System roles can view the list of System Groups. This permission is required to view System Groups, which also requires System Users - View to list the System Users in a selected System Group. By default, only a System Administrator has permissions to add a System Group or modify System Group information. Add/Edit permission is required to use New System Group to add a System Group, Add/Remove Members to modify System Group members, Edit to edit System Group information. It is also required for the Add to / Remove from Organizations option when managing Organization membership for the System Group. Note that the ability to view System Groups and the System Users in the Group as well as the ability to control System Group members with Add/Remove Members requires System Users - View permission. Note that New System Group and Edit for a System Group also require System - Role Permissions - View permission for role selection.

Note: When determining permissions, the software considers both the individual User role (if applicable) and the role the System User has within a System Group. If an Organization User has both an individual User role as well as a Group role, the permissions for that User represent a "union" of the individual User's permissions and the Group permissions. Effectively, this means that the User gains the higher permission level when comparing each permission in the User role versus the Group role.

System Groups Summary

This summary provides current information about the configured System Groups:

• System Group Name – The name assigned to this 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.

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

New and Selected System Group Options

To add a new System Group to the list of System Groups, use the top-level New System Group option.

For a selected System Group, right-click the System Group or click the ellipses at the far right to see a menu with the following options, as long as you have permissions to perform those actions (actions that are not permitted will be grayed out):

• Add to / Remove from Organizations... — Launches the Add to / Remove from Organizations popup, which enables you to manage the selected System Group's membership to one or more Organizations.
• Edit... – Launches the Edit System Group dialog, which enables you to edit the appropriate Group information. All System Group attributes except the name are editable.
• Delete – As long as you have the appropriate permissions, you can delete the selected System Group after you confirm the deletion.

System Group Members

System Users in a role with the required permissions can view and assign the System Users that will be members of a System Group. To perform Project operations in general, Users as well as Groups must have Project membership and an assigned role, which represents a set of permitted actions that control access to Project operations and elements.

You can control the members in a System Group using Add / Remove Members.

Each member added to the Group is shown with the following information (if configured), and the list is in alphabetical order by Username:

• Username – This field is populated based on the type of authentication. It will be either the email address assigned to the User through TransPerfect Authentication or the Standard Authentication username that an Organization User will use to log in to the system.

• 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.

• Email, which is the email address for the System User.