Manage Groups

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.

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

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 for your apps:

  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.
    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.

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. ​