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.

Table of Contents

1. Security Groups

2. Creating a Security Group

3. Example: Groups per Department

4. Managing or Deleting a Group

5. Teams

6. Creating a Team and Extra Options

Security Groups

A security group is a group of users within your organization. Use a group to make certain forms or documents available only to specific users. This ensures that everyone sees only what is relevant.

When you create your Incontrol account, a default group ‘Everyone’ is automatically created.

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 to the Incontrol web environment.
2. Go to Organization and click Security Groups.
3. Click the + button at the bottom right to add a new group.
   
   
   
4. Enter a name for the group at the top where it says Name.
5. Under Members (Users): select which users will have access to this group.
6. Under Forms: link the forms that should be visible to this group. Users will see these forms under My Forms.
7. Under Shared Form Documents: select which forms generate documents to be shared with the group.
8. Click the disk icon at the top right to save the group.

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 or Deleting a Group

You can manage and delete groups through the following steps:

1. Log in to the Incontrol web environment.

2. Go to Organization and click Security Groups.

3. Click on the group you want to edit or delete.

4. Make the necessary changes.

5. Click the disk icon to save.

6. To delete the group, follow the deletion option.

Teams

In addition to security groups, you can create teams. This is only available if you have a Premium license or higher, or if you are using cases.

Teams can be used to share documents with team members or assign cases. Team members can then work on resolving the cases.

Creating a Team and 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