Access: Users & User Groups

Amy Carr
Amy Carr
  • Updated

Administrators and Office Administrators are able to manage roles and permissions in the Access tab on the main Navigation bar.  


Once in the Access section, administrators have the ability to manage users, groups of users, and groups of Entity record data.  


Inviting Individuals and Granting Access to Athennian Data

Inviting Individuals

  1. Navigate to the Access tab from the main menu
  2. Click All Users
  3. Click New
  4. Select Individual User
  5. Enter the information about the individual requested:
    • First Name
    • Last Name
    • Email Address
    • User Type
      • Note: This User Type (or Role) is the maximum level of permission an individual will require to  access any of the data in Athennian.  More limited roles can be applied later when inviting individuals to specific Record Groups.  If an individual is granted access to a Record Group at a higher role, this initial User Type will override any higher level permissions granted.  A User Type can be changed at the Individual record at any time. 
  6. Click Add
  7. You can add the single individual by clicking Submit
    • If you have multiple individuals you need to add, before clicking Submit, you can click + Add User and continue to add more individuals by repeating steps 5 and 6 
    • Once you have added all the individuals you need to include, click Submit


Creating User Groups

User Groups are designed to group individual profiles together that all require the same access to the data available in specific Record Groups. 

  1. Navigate to the Access tab from the main menu
  2. Click All Users
  3. Click New
  4. Select User Group
  5. Populate a name for the User Group
  6. You now have the option to Create the User Group, in which case the group will be created and reflected in the All Users tab and you can add individual profiles to the User Group later.  

    OR you can add the individuals who should be included in the User Group as you create it by clicking + Add User
    • When selecting + Add Users, you will also have the option to add net new individuals to Athennian and the group by selecting New User +
    • If you choose to add individuals upon creation of the User Group, once you have added all necessary individuals, click Create


Granting Individuals and User Groups access to Record Groups

In order for an individual to have the ability to log into Athennian, they must be connected to at least one Record Group as an Individual or through a User Group. 

To grant access to a Record Group for an Individual or User Group, follow these steps:

  1. Navigate to the Access tab from the main menu
  2. Click on the All Users tab in Access
  3. Click on the individual or User Group you would like to manage access for
  4. Go to Record Groups on the side navigation
  5. Click Add
  6. In the Add New Access modal select the Record Group or Groups you would like to grant access to
  7. Click Next
  8. For each individual/User Group set the Role to grant the appropriate level of access to the Record Group(s)
  9. If required, set an Access Expiry Date.  Based on the access expiry date, user access will be revoked to the Record Group selected
  10. All individuals/groups of individuals will receive an email when granted access to a Record Group.  If you wish to NOT send an email, simply deselect the Send email invitation tickbox
  11. Click Add