Manage Groups, Permissions, and Global Roles

A Group is a collection of users with similar roles in an organization, and a collection of users who need to perform similar tasks on the Evolve site.

User Permissions are controlled through Groups. To assign permissions to users, add them to a group and assign permissions to the group as a whole.

Each group has a set of capabilities associated with it. These capabilities include creating, reviewing, and running files. Evolve includes a set of predefined groups for you to start with. You can modify these predefined groups according to the way you want to manage library and solution permissions. As an administrator, you can create any number of groups, and you can define group permissions according to your specific requirements.

With the exception of predefined global roles for administration (see administration-related pre-defined Global Roles), predefined and customized user groups are app-specific.

You can control library permissions through groups (see Manage Library Permissions). By default, solutions inherit permissions from the associated library. You can customize ('edit' or 'break') inherited library permissions.

Manage Groups

You can perform the following on the Manage Groups tab:

  • View groups
  • Create new group
  • Edit groups
  • Add Users to a group
  • Remove Users from a group

View Groups

To view existing groups:

  1. Click the Apps menu. Go to the app for which you would like to view groups and click the icon in the Actions column.
  2. Click Configurations.
  3. Click on the Manage Groups tab to see the following:
    • Group Name
    • Description
    • Users (includes the number of users in the group)

Create a new Group

You can create new groups for your apps.

Notes: The default (“predefined”) groups exist in all apps. Group details (such as which users belong to a group) are not included in all apps.

To create a new group:

  1. Click the Apps menu. Go to the app for which you would like to create a new group and click the icon in the Actions column.
  2. Click Configurations. Then click the Manage Groups tab.
  3. Click Add. Enter the group name and description and click Save. You will be notified that the group was added and the new group will be listed on the Manage Groups tab for that app.

Edit a Group

You can change ("edit") the group name and description. To edit a group:

  1. Click the Apps menu. Go to the app for which you would like to edit the group and click the icon in the Actions column.
  2. Click Configurations, and click the Manage Groups tab.
  3. Select a group and click Edit.
  4. Change the group name or description and click Save.
  5. Changes update immediately and can be viewed on the Manage Groups tab. If the updates do not show, refresh the page.

Add Users to a Group

To add users to a group:

  1. Click the Apps menu. Go to the app for which you would like to add users to a group and click the icon in the Actions column.
  2. Click Configurations and then click the Manage Groups tab.
  3. Click on the number in the Users column which corresponds to the group.
  4. The Assign Users window will appear.
  5. To add a user, select a name from the User field and click Add. The name will appear in Assigned Users window. Changes update immediately and can be viewed on the Manage Groups tab. If updates do not show, refresh the page.
    6. Further Information:
    • Users receive an email notification when they have been added to a group.
    • Groups and group permissions are specific to each app. For example, users in a Solution Reviewer group in App 1 will not automatically be in a Solution Reviewer group in App 2; they must be added to these two groups independently.
    • When a user is added to a group, all permissions associated with that group are automatically assigned to that user.

Remove Users from a Group

To remove users from a group:

  1. Click the Apps menu. Go to the app for which you would like to remove users from a group and click the icon in the Actions column.
  2. Click Configurations and click the Manage Groups tab.
  3. Click the number in the Users column which corresponds to the group.
  4. The Assign Users window will appear.
  5. To remove a user, hover over the user’s name under the Assigned User window and click the delete icon. When prompted to confirm the deletion, click Yes.
    (To search for users in the group, you can opt to use the Search Users box.) Changes update immediately and can be viewed on the Manage Groups tab. If updates do not show, refresh the page.
    6. Further Information:
    • Users receive an email notification when they have been added to a group.
    • Groups and users within a group are specific to each app. For example, users deleted from a Solution Reviewer group in App 1 must be separately deleted from a Solution Reviewer group in App 2.
    • When users are removed from a group, they no longer have the permissions associated with that group.

Predefined User Groups for Apps

As an App Administrator, you can see the predefined user groups below.

Group

Description

Originator

Users in this group can launch new processes. ​

Data Reviewer

Users in this group can review processes.

Solution Reviewer

Users in this group can review solutions. ​

Solution Developer

Users in this group can create new solutions. ​

Global Roles

As a Global Administrator, you can add users to the following administration-related and visitor global roles:

  • Global Administrator
  • Reports Administrator
  • Visitor

Global Role

Description

Global Administrator

Highest level of permissions. Can perform any action on the site related to users, licenses and apps.

Reports Administrator

Can create reports.

Visitor

Can view submitted processes and other supporting documents in the Content menu.

Further information:
The Visitor role should not be provided with any other role; that would grant more access to the Visitor user than is intended.

Licenses should not be assigned to users who have only the Visitor role because Visitors will not use Studio for script development or review.

Add or Remove Users

You can add or remove administrators or visitors.

To add users to administration-related or visitor global roles:

  1. Click the Settings menu and then click Administrators.
  2. Click Edit. Select a name from the user drop-down list in the Administration group.
  3. Click Save. You will be notified that the changes have been saved successfully. If the updates do not show, refresh the page.

To remove users from administration-related or visitor global roles:

  1. Click the Settings menu and then click Administrators.
  2. Click Edit. Click the ‘X’ next to each user you need to delete from the Administration group.
  3. Click Save. You will be notified that the changes have been saved successfully. If the updates do not show, refresh the page.

Manage Library Permissions

You can add or remove groups to manage library permissions. Solutions inherit all permissions associated with the library they belong to.

Library Permission Group Descriptions

Solution Permissions

Solution Developer Group - can create new solutions ​

Solution Reviewer Group - can review solutions

Process Permissions

Originator Group - can launch new processes

Data Reviewer Group - can review processes

Add Library Permissions

To manage library permissions, you must have one of the following global roles or be a part of the following permission groups:

  • Global Administrator
  • App Administrator

To add library permissions:

  1. Click the Apps menu. Go to the app for which you would like to add library permissions and click the icon in the Actions column.
  2. Click Configurations and then click the Manage Libraries tab.
  3. Select the library and click Manage Library Permissions .
  4. Click Solution Permissions and then select groups for Solution Developer and Solution Reviewer permissions.
  5. Click Save. You will be notified that the permissions have been added successfully.
  6. Click Process Permissions and then select groups for Originator and Data Reviewer permissions.
  7. Click Save. You will be notified that the permissions have been added successfully.

Remove Library Permissions

To remove library permissions, you must have one of the following global roles or be a part of the following permission groups:

  • Global Administrator
  • App Administrator

To remove library permissions:

  1. Click the Apps menu. Go to the app for which you would like to remove library permissions and click the icon in the Actions column.
  2. Click Configurations and then click the Manage Libraries tab.
  3. Select the library and click Manage Library Permissions .
  4. Click the library permissions category ( Library Solutions or Processes) you need to edit.
  5. Hover over the group name and click the ‘X’ to delete that group.
  6. Click Save.

Manage Solution Permissions

Solutions inherit all permissions of the library they belong to. You can choose to edit (“break”) the inherited permissions for specific solutions.

To manage solution permissions, you must have the following global roles or be a part of the following permission groups:

  • Global Administrator
  • App Administrator

Edit/Break Solution Permissions

To edit or break solution permissions, follow these steps:

  1. Click the Apps menu. Go to the app for which you would like to edit/break solution permissions and click the icon in the Actions column.
  2. Click Configurations and click on Manage Solutions.
  3. Select the Library from the libraries window and then select the solution for which you want to edit/break permissions.
  4. Click the Manage Permissions button. The Manage Solution Permissions page will appear.
  5. Click the library permission category (Library Solutions or Processes) you wish to edit/break and click Break Permission.
  6. When prompted to confirm, click Yes.
  7. You can opt to delete permission groups by clicking the ‘X’ next to that group. You can also opt to add another group by selecting it from the drop-down list.
  8. Click Save. You will be notified that the unique permissions for that solution have been updated successfully.