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 and Active Directory (AD) Groups. To assign permissions to users, add them to a Group (or an AD Group) and assign permissions to the Group (or AD 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 predefined Global Roles), predefined and customized user groups are app-specific.

Manage groups

You can perform the following on the Manage Groups tab:

Predefined user groups for apps

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

Group

Description

Originator

Can launch new processes.

Data Reviewer

Can review processes.

Solution Reviewer

Can review solutions.

Solution Developer

Can create new solutions.

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

Note:

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.

Export users from a group

To export users from a group:

  1. Click the Apps menu. Go to the app for which you would like to export users to a group and click the icon in the Actions column.
  2. Click Configurations and then click the Manage Groups tab.
  3. Select the check-box corresponding to the group that you want to export.
  4. Click Export. The group is exported in zip file format in your default Downloads folder.

Import users to a group

You can import the group from one App to the other App in the Evolve.

Note:

You need to first export the group from the other App in Evolve.

  1. Click the Apps menu. Go to the app for which you would like to export users to a group and click the icon in the Actions column.
  2. Click Configurations and then click the Manage Groups tab.
  3. Click Import.
  4. Click Select Files button. Browse and select the group that you want to import.
  5. Click Open.
  6. Import options available are:
    1. Overwrite existing groups – Select to update the existing groups if already present in the App.
    2. Ignore “Users do not exist” error – Select to avoid the error which indicates that group already exists.
  7. Click Submit. The group is imported successfully.

Manage permissions and roles with AD Groups

Note:

The AD Sync feature is supported only with Windows Authentication. It is not supported with SAML and OAuth authentication.

AD Groups with 300 or more users, jobs run in the background (Background mode). For AD Groups with less than 300 users, jobs run in the foreground.

AD Groups: App Roles Sync

Using the AD Sync feature, Admins can manage the App Group assignments for each user within a specific AD Group. Note that users will have these App Groups assigned automatically if their AD Groups have been added to an App Group.

AD Group: App Roles Sync - Details
The application allows App Admins/Global Admins to set one or multiple AD Groups for an “App Group”.
Same AD Group can also be added in other Groups of same App.
User must exist in Evolve application only then the App’s Group will be assigned. Note: Managing App role from AD Group will not add user automatically if a user does not exist. Therefore, a user will be added only if any of its AD Group is mapped with Licensing module.
Any App’s Group added/assigned manually to a user by App-admin will not be removed by AD Group sync feature.
App admin can remove a user from any App’s Group (Added manually or by AD Group sync feature) manually. This App Group will be added to this user again by AD-Group Sync feature (Sync Job or Manually Sync) if user’s AD Group still mapped in App’s Group. Therefore, it is recommended to remove the user from AD Groups too.
Adding an AD Group to an App Group: Will add all the users of the AD Group to this App’s Group (Also these users must already exists in application, it won’t add new user in application like license sync).
Remove an AD Group from an App Group: This will remove all users of this AD Group from current App Group. Note: As multiple AD Group can be added to an App Group, so a user may exist in another AD Groups of current App Group, for such cases these users will remain added to App Group.
A user can refresh\sync its Licenses and App Groups from pages “My licenses” or ““My roles”. Refresh\sync request from any page will always sync both License and App Groups.
Remove or Add users to AD Groups: These changes will be applied either by Sync Job or User manual sync action only.
Note:

Users receive a notification for any change or update completed through AD Sync.

Add AD Groups for App Roles Sync

To add an AD Group for App Roles sync:

  1. Go to the Configuration page of the App for which you want to add an AD Group.
  2. On the Manage Groups tab, select the app group for which you want to add the AD Group by clicking the number in the AD Group column.
  3. In the panel that opens, provide the AD Group name and domain. You can also use the Lookup AD Group option to search for AD Groups.
  4. Once the group is located and added, click Add. You will receive a confirmation message that the group has been added successfully.

Remove AD Groups for App Roles Sync

To remove an AD Group for App Roles sync:

  1. Go to the Configuration page of the App for which you want to remove the AD Group.
  2. On the Manage Groups tab, select the app group for which you want to remove the AD Group by clicking the number in the AD Group column.
  3. In the panel that opens, click the Delete icon next to the AD Group that you want to remove.
  4. Once the group is deleted, you will receive a notification that the group has been removed successfully.