Access: Record Groups

Record Groups

Record Groups are a way to segregate entity records so individuals can only access the entities they are required to access.  

Creating Record Groups

1. Visit the Access tab from the main navigation
2. Click Record Groups from the side navigation
3. Click New 
4. Enter the name of your new Record Group
5. Click Create

Once your new Record Group is created, you can manage access to it by viewing the Record Group.

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

Add entities to a Record Group

Once a Record Group is created, you can add entities to one or many Record Groups through the main entities view.  

Adding existing entities to a Record Group

1. From the main side navigation click Entities
2. Select the entity(ies) you would like to include in a Record Group
3. Click the # selected ⌄ dropdown and select Share
4. Click Assign

Adding new entities to a Record Group or Groups

1. From the main side navigation click Entities
2. Click New ⌄ and select Entity or Entity from template
3. Enter entity details as required
4. Click on the Link with Record Groups dropdown
5. Select the Record Group(s) the entity should be included in
6. Click Create