Groups

Introduction

If you have not read the introduction to Users, Groups & Permissions, then it would be a good idea to familiarise yourself with the concepts discussed in that section before making changes to the archive’s Groups configuration.

Your archive will be initially configured with five hierarchical Role Groups – Guest, Registered User, Operator, Administrator and Super Administrator. Each role is designed to incrementally provide more archive functionality than previous roles. For example, the Administrator Group has greater access to administrative functionality than the Operator Group.

There are two Restriction Groups – Access Sorrow Content and Access Sensitive Content. These Groups control access to Sorrow and Sensitive restricted content.

Understanding Group permissions does take some time to work out. Please contact Keeping Culture support if you are having difficulty getting your Groups to operate in the way that you would like.

To view the Groups page, navigate to:

1. Main Menu
2. Administration tab
3. Groups hyperlink

Your User account must have Administration access and Administer Groups permissions enabled to view the Groups page.

If the hyperlinks, pages and resources for managing Groups are not available on the archive, try logging in with an account with higher administrative privileges or as a Super Administrator.

Note: if you view and manage the archive’s Groups in an account that is not a Super Administrator, then only the Groups that the User is a member of will be displayed.

Creating a new Group

Your User account must have Administration access, Administer Groups and Create Groups permissions enabled to create groups.

1. Navigate to the Groups page, by going to: Main Menu → Administration tab → Groups hyperlink.
2. In the Actions button menu, select New group.
3. On the New group page, enter a Name and Description for your new Group.
   
   (Optional) If you want the Group to be automatically granted to any new User account added to the system, Click Yes for Grant to new user. Usually, it is not necessary to do this.
   
   Click Save.
4. To apply any inheritances for the Group, see the steps in Modifying a group’s inheritances.
5. To set the Permissions for the Group, see the steps in Enabling and disabling permissions in a group.

Editing a Group

Your User account must have Administration access, Administer Groups and Edit Groups permissions enabled to edit groups.

1. Navigate to the Groups page, by going to: Main Menu → Administration tab → Groups hyperlink.
2. In the list of Groups, select the title of the Group you wish to edit.
3. Make your changes the Group, then click Save & Close.

See Enabling and disabling permissions in a group and Modifying a group’s inheritances for other Group changes.

Removing a Group

Your User account must have Administration access, Administer Groups and Remove Groups permissions enabled to remove groups.

1. Navigate to the Groups page, by going to: Main Menu → Administration tab → Groups hyperlink.
2. In the list of Groups, select the Remove group hyperlink under the title of the Group you wish to remove.
3. On the Remove group page, click Remove.

Enabling and disabling permissions in a Group

Your User account must have Administration access, Administer Groups, View a Group’s Permissions and Administer Permissions/Restrictions permissions enabled to manage permissions in groups.

1. Navigate to the Groups page, by going to: Main Menu → Administration tab → Groups hyperlink.
2. In the list of Groups, select the Group permissions hyperlink under the title of the Group you wish to change.
3. In the Group permissions page, Permissions are arranged under the heading and in tabs. You will need to look through the list of Permissions and enable the checkboxes for the Permissions you wish to apply to the Group. Alternately, unchecking the checkbox will remove the Permission from the Group.
   
   The Inherited column shows whether the Permission is already enabled through a Group inheritance. If you are trying to remove the Permission and it is inherited, then you will need to remove the Permission from the inherited Group as well.
   
   Click Save & Close.

Modifying a Group’s inheritances

Your User account must have Administration access and Administer Groups permissions enabled to modify group inheritances

1. Navigate to the Groups page, by going to: Main Menu → Administration tab → Groups hyperlink.
2. In the list of Groups, select the Group inheritance hyperlink under the title of the Group you wish to change.
3. In the Group inheritance page, a table lists the available and inheritable Groups for the Group being edited. The Indirect column indicates whether the Group is already inherited through another Group’s inheritance.
   
   To make the Group directly inherit another Group, enable the checkbox in the Direct column for the Group you are inheriting.
   
   Click Save.
4. Review the table again to see what other indirect Group inheritances have been established after saving your changes.

Viewing a Group’s permission access

The View group access page provides an overview of a group’s inheritances, granted permissions, access to Archive Item and Profile (Knowledge) classes, attributes, and routes to page resources. It is a handy way of understanding what a User can access if they are a member of the Group.

1. Navigate to the Groups page, by going to: Main Menu → Administration tab → Groups hyperlink.
2. In the list of Groups, select the View access hyperlink under the title of the Group you wish to view.
3. Once you have finished reviewing the access for the Group, click Back in the archive’s top menu bar.