Who is this article for?

Document managers, Document administrators

Within this article we will discuss how to use Groups in Ideagen Quality Management Cloud.  Groups are a collection of users that can be created on the system for the purpose of notification and permissions for modules on Ideagen Quality Management Cloud.  

This article has been split into eight sections:

1. How to View the Group List 
2. How to View Group Details
3. How to Create a New Group
4. What are Parent Groups?
5. How to Add Users to a Group
6. How to Restrict Group Permissions
7. How to Edit an Existing Group
8. How to Copy an Existing Group

1. How to View the Group List 

To view the groups list

1. Navigate to Home then, System and then Groups, and you will be taken to a page as per the image below:

Select the group from the list to view the details.

You are also able to export a copy of the list of groups using the Export button.

2. How to View Group Details

There are two options on the system to enable you to view a group's details:

1. Select the group from the Groups list as shown above.
2. Select the View option using the  Options button 

You will be presented with the group details screen as per the image below:

3. This page will show all the key details and any users that are currently associated with the group.  There is also an Activity Feed which shows changes made to the group record.

3. How to Create a New Group

Groups can be created one of two ways on Ideagen Quality Management Cloud:

1. Via the System module
2. Within modules such as Documents, Issues and Audits

Using either option will allow you to create a group in the same way.  Once you have selected the particular way you wish to create the group you will see a page as per the image below:

3. You will then need to add a title and an optional description should you require this. 
4. You can then choose whether this group will need to be a Parent group - by checking the Parent group box or if it is the child of another group adding the parent group via the Parent groups section.

Only parent groups that are already created on the system will show under the parent groups section.

5. After you have made your selections for the new group, you can then add any users to this group by clicking the Select button under the Users added to group section.

4. What are Parent Groups?

Parent group is a group which is used to help link together multiple child groups. If you add a parent to a child group, members of the child group will inherit any permissions that have been granted to the parent group.

• A parent group DOES NOT inherit the permissions of a child group.
• A group cannot be a parent if it has individual users as group members

5. How to Add Users to a Group

To add users to a group on the system:

1. Click the  Select button - this will present you with the Select user page as per the image below:
2. Use the Select user page to find the users that need to be added to the group and check the box on the left hand side of the list.
3. Click Confirm to associate the selected user as the Line Manager for the group.

6. How to Restrict Group Permissions

Groups can be restricted on the system so that only users with another defined group can view and edit the group details.

To restrict a group:

1. Tick the Restrict check box in the Restrict permissions box in the top right of the screen as shown in the image below:

2. Click the  Select button - the page will then show the Select Group section as per the image below:

If you need to create a new group this can be done following the instructions from this section in this article.

7. How to Edit an Existing Group

To edit an existing group record:

1. Navigate to Home then, System and then Groups
2. Select the group from the Groups list by clicking on the title.  This will present you with the Edit group details page, as per the image below:

3. You can then make any changes that are required, then click Save group to ensure changes are confirmed on the system.

8. How to Copy an Existing Group

Copying a group on the system allows you to use an existing group as a template for a new group.

To copy an existing group record:

1. Navigate to Home then, System and then Groups
2. Click the  Options button from the Groups list on the existing group you wish to copy.  You will then be presented with a Copy option.  Clicking this will take you to the Copy group page as shown in the image below:

3. You can then make any changes that are required for the copied version of the group, then click Save group to ensure changes are confirmed on the system.

Any changes made to the copied version of the group will not affect the original group