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| Find out how to set up Group collaboration profiles, used to provide access rights to data belonging in different Groups. |
What does this section cover?Learn to configure Group Collaboration |
Navigating to Group Collaboration
What is Group Collaboration Profiles
CRM.COM can control access to data/entity records , based on the Group (Organisational Unit) it belongs.
i.e. If the entity is an Explicit Viewing Access entity then the Group it belongs to, is defined by the Owned By Group, and if the entity is an Implicit Viewing Access entity, then the Group is defined by the Owned By Group of the master entity.
Group Collaboration allows you to define rules in the system, where you can allow data to be shared/accessed between different Groups. i.e. allow users that belong to one Group to access data that belong to a different Group. FOUNDATION > NETWORK MANAGEMENT > SET UP COLLABORATION BETWEEN GROUPS |
What is Group Collaboration?
Entries/records are subject to different levels of access depending on the Group (or business department) they belong to. The Group an entry belongs to is determined in two ways, depending on its Type.
A Group can collaborate with one or multiple Groups, and you can define which the records that will be allowed to be accessed available for access based on their Privacy Level , as well as the actions Actions that will be allowed to be executed by users available to Users of other Groups, can both be defined.
The following Actions can be defined:
- Access to View data
- Access to Modify data
- Access to Assign data
- Access to Search for data
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Group Collaborations do not apply for Controlled Selection Entities /wiki/spaces/WIP/pages/10008276.
i.e. if you Group A is set as an Allowed Organisational Unit : Group A for an a certain Activity Type and there exists a collaboration between Group A and Group B, but you login with a user User from Group B then you won't will not be allowed to create an activity Activity of that specific Activity Type. |
- Navigate to Group Collaboration and explore existing entries via the Summary page.
- Click on the link (Name or Number) of the entry of your interest to enter the Data Entry page and see more detail.
- Use the Actions Menu to create a NEW Group Collaboration, modify (EDIT) or DELETE an existing one.
Navigating to Group Collaboration Profiles
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FOUNDATION > NETWORK MANAGEMENT > SET UP COLLABORATION BETWEEN GROUPS |
Explaining Group Collaboration Profiles Fields- Use the BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Group Collaboration.
Check the Validations & Restrictions Table below for a list of available Actions when working with Group Collaborations, including each Action's related validations and restrictions. View the Attributes Table for a comprehensive description of the Group Collaboration fields.
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Validations & Restrictions| Action | Validations | Restrictions |
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| Create | - Mandatory Fields must be defined.
| - If the Collaboration Scope is set to 'All Groups' and to enable Group collaboration, then it is mandatory that the Communities that the Groups belong to, also collaborate.
- Each Group can have only one collaboration profile.
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| Edit | - Mandatory Fields must be defined.
| - If the Collaboration Scope is set to 'All Groups' and to enable Group collaboration, then it is mandatory that the Communities that the Groups belong to, also collaborate.
- Each Group can have only one collaboration profile.
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| Delete | | |
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An * indicates a field is mandatory.
Name | Description |
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| Number | An auto-generated number which uniquely identifies the Group collaboration profile. |
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| Main Information |
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| Group* | The Group for which you would like to allow access to from other Groupsthat other Groups should be granted access to. |
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| Community | The Community that the Group belongs to. | Note |
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Read-only and automatically determined by the selected Group. |
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| Collaboration Scope* | The scope of collaboration with other entitiesEntities, which can be one of the following: - Specific Groups: Groups that will share Main Group's information
Groups specified to collaborate with the defined Group, do not need to belong in the same Community, as they are explicitly defined. - All Groups: All the Groups
In order to be allowed for all the Groups to collaborate with the defined Group they MUST also belong in the SAME Community
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If the selected Collaboration Scope is 'All Groups', collaboration only works for Groups that belong to the same Community as the main Group. |
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| Collaboration Settings |
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Collaborating Groups* | A section which includes Includes all the Groups which are collaborating with the specified Group. This section provides the ability to add or remove a Group and displays the following informationThe following information is available for each of the Groups selected: - Group Number
- Group Name
- Group Description
Mandatory on Conditions: Mandatory only if the scope is specific Groups| Note |
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Available only when the Collaboration Scope is set to Specific Groups. |
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Collaboration Actions*
| A section which includes the collaboration actions which are enabled per each collaborating Group. The collaboration actions include the following: View my records: Enables The Collaboration Actions which are allowed through the specific Collaboration; different levels of collaboration can be defined for each Action. For the 'All Groups' Collaboration Scope the Actions are only defined once, while for 'Specific Groups' the Actions must be defined once per Collaborating Group. | Action | Description | Collaboration Level |
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| View My Records | Enables users of collaborating Groups to view records owned by the specific Group. | - None
- All Privacy Levels
- Specific Privacy Level Group
- Specific Privacy Levels
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Modify My Records
(Includes View) |
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| Enables users of collaborating Groups to view and modify records owned by the specific Group. |
- None
- All Privacy Levels
- Specific Privacy Level Group
- Specific Privacy Levels
| Assign My Records
(Includes View & Modify) | Enables users of collaborating Groups to view, modify and assign records owned by the specific Group |
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Share my Groups: Enables . | - None
- All Privacy Levels
- Specific Privacy Level Group
- Specific Privacy Levels
| | Share My Groups | Enables users of collaborating Groups to view the |
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| Group in the results of processes that |
search for Groups (in Data Entry pages), and also to use it as a value in Group related fields of various modules of the software.
For example, to use the specified Group as the |
| Enables collaborating Groups to view the |
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| Group in the results of processes that |
| search for Units (in Data Entry pages) and also to use them as a value in |
Unit related fields of various modules of the software.
For example, to use the |
| Unit belonging to the specified Group as the |
my : | Enables collaborating Groups to view the users of the specified Group in the results of processes that |
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search for users (in Data Entry pages) and also to use them as a value in user related fields of various modules of the software.
For example, to use the |
| Unit belonging to the specified Group as the |
| 'Assign To User' of an Activity. | |
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| title | What does each Access Level denote |
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collaboration action - Collaboration Action is not allowed
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Applicable to all action selection
privacy levels collaboration action - Collaboration Action is allowed on records having any
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privacy level
Applicable to all action selection
Specific privacy level - Privacy Level.
- Specific Privacy Level Groups: The
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collaboration action - Collaboration Action is allowed on records having a
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privacy level - Privacy Level which belongs to one of the specified
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privacy level - Privacy Level Groups. More than one
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privacy level - Privacy Level Groups can be specified if this option is selected.
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Applicable to only View Modify and Assign action selection. i.e. you cannot apply this condition to Share my Groups, Share my Units or Share my Users
Specific privacy levels: The collaboration action - Specific Privacy Levels: The Collaboration Action is allowed on records having a
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privacy level - Privacy Level which is equal to one of the specified
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privacy levels- Privacy Levels. More than one
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privacy levels - Privacy Levels can be specified if this option
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is selected.
Applicable to only View Modify and Assign action selection. i.e. you cannot apply this condition to Share my Groups, Share my Units or Share my UsersMandatory on Conditions: Mandatory per each collaborating Group
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Validations & Restrictions
| Action | Validations |
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| Create a new Collaboration profile | - Each Group can have only one collaboration profile.
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Creating a Group Collaboration Profiles
Navigate to FOUNDATION > NETWORK MANAGEMENT > SET UP COLLABORATION BETWEEN GROUPSSearch for a collaboration profile you would like to update or click on NEW to create a new oneMAIN INFORMATION
- Group: Select the Group you would like to allow access from other Groups
- Collaboration Scope: Choose between Specific Groups and All Groups
In both options Collaboration Settings tab will become visible
COLLABORATION SETTINGS
SPECIFIC Groups
Click on ADD and search for the Groups you would like to share the data with
Groups should be added one by oneClick on the Group on the left hand side panel, to select the Group you would like to configure
Image RemovedOnce a Group the actions are made available 
Image RemovedClick on the accordion of each collaboration action to openFrom the select box, select the type of condition you would like to add- For Specific Privacy Level Groups and Specific Privacy levels
- Click on ADD and select from the available drop down the, privacy levels or privacy level Groups
Repeat the same for each collaboration action and for each Group added
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- Click on the accordion of each collaboration action to open
- From the select box, select the type of condition you would like to add
- For Specific Privacy Level Groups and Specific Privacy levels
- Click on ADD and select from the available drop down the, privacy levels or privacy level Groups
- Repeat the same for each collaboration action
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Click on SAVE from the Actions Menu.
Logout and login again with affected users in order to see the changes
Deleting a Group Collaboration Profile
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Deleting a record - Global | Deleting a record - Global |