Managing Security Groups and Teams

Within Incontrol, we utilize groups to associate users, forms, and cases. Additionally, you can also utilize groups for other purposes within Incontrol. In this article, you'll learn how to set up and manage different types of groups.

Security Groups

Every organization has the ability to create security groups. When you first sign up for a trial period of Incontrol, a security group called 'Everyone' is automatically created. Security groups are used to link forms to (end) users.

Creating a Group

By following the steps below, you can add a new group to the security groups in your organization. You can also link a group to a form via the 'Form Settings' of a form and additionally link a user to a group via the user themselves.

1. Log in via the web environment of Incontrol
2. Go to 'Organization' and click on 'Security Groups'
3. Click on the + button at the bottom right to add a new security group
   
4. Give the group a name at the top of the screen where it says 'Name'
5. Under 'Members (Users)', indicate which users have access to the new security group
6. Under 'Forms', indicate which forms are linked to the new security group
   1. All users in this security group will see these forms under 'My Forms' when logging in, so they can start filling them out
7. Under 'Shared Form Documents', indicate which forms' documents are linked to the new security group
   1. All users in this security group will have access to the documents resulting from the selected forms here.
8. Save the group via the floppy disk icon at the top right of the screen
   

Example

If your organization has different departments with different forms to fill out, you can create a security group for each department. Link the department's forms to the appropriate security group and the users belonging to this department. This way, end-users will only see the forms that are relevant to them.

Managing and Deleting Group(s)

You can manage and delete groups through the following steps:

1. Log in via the web environment of Incontrol
2. Go to 'Organization' and click on 'Security Groups'
3. Click on the group you want to edit or delete
4. Make the changes and save using the floppy disk icon at the top right
5. If you want to delete the group, use the trash can icon at the top right and confirm with your password
   

Teams

In addition to security groups, you can also create teams. These are only visible if you have a Premium license or higher or if you use cases. Teams can be used for sharing documents with team members or assigning cases. This allows team members to solve cases. Want to know more about cases? Read all about it here.

Adding a Team works exactly the same way as adding a security group. In this article, you'll learn about the additional options of a Team.

Extra Options

1. Add a new team by following the same steps as with 'security groups'
2. Teams are set up for the use of Cases. That's why you can indicate under 'Cases' which users are allowed to manually assign cases to this team
   1. Select 'none' if no users are allowed to manually add cases to this team
   2. Select 'Group members' if only the members of this team are allowed to manually add cases to this team
   3. Select 'Members of multiple groups' if other groups are also allowed to manually add cases
      1. You can indicate whether the users of this team are allowed to manually add cases to this team
      2. You can then check the groups that can additionally manually add cases
   4. Select everyone if all users within the organization are allowed to add cases to this team
3. Always save when you're done making changes