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Learn to configure Group Collaboration

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Table of Contents

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Navigating to Group Collaboration

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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.

Note
View Understanding Network Entity Types for information on Explicit and Implicit Viewing Access Entities.

A Group can collaborate with multiple Groups, and the records that will be available for access based on their Privacy Level as well as the Actions that will be 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

Note

Group Collaborations do not apply for /wiki/spaces/WIP/pages/10008276 Controlled Selection Entities.
i.e. if Group A is set as an Allowed Organisational Unit for a certain Activity Type and there exists a collaboration between Group A and Group B, a User from Group B will not be allowed to create an Activity of that specific 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.  
  • 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.

Group Collaboration Profile

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validations
validations
Validations & Restrictions

ActionValidationsRestrictions
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.
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.
Delete
  • Not Applicable
  • Not Applicable

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attributes
 Attributes

An * indicates a field is mandatory.

Name

Description

NumberAn auto-generated number which uniquely identifies the Group collaboration profile.
Main Information
Group*The Group that other Groups should be granted access to.
Community

The Community that the Group belongs to.

Note

Read-only and automatically determined by the selected Group.

Collaboration Scope*

The scope of collaboration with other Entities, which can be one of the following:

  • Specific Groups: Groups that will share Main Group's information
  • All Groups: All the Groups

Note

If the selected Collaboration Scope is 'All Groups', collaboration only works for Groups that belong to the same Community as the main Group.

Collaboration Settings

Collaborating Groups*

 

Includes all the Groups which are collaborating with the specified Group. The following information is available for each of the Groups selected:

  • Group Number
  • Group Name
  • Group Description
Note

Available only when the Collaboration Scope is set to Specific Groups.

Collaboration Actions*

 

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.

ActionDescriptionCollaboration Level
View My RecordsEnables users of collaborating Groups to view records owned by the specific Group.
  • None
  • All Privacy Levels
  • Specific Privacy Level Group
  • Specific Privacy Levels
Modify My Records
(Includes View) 		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.

Note

Assigning of Records only refers to /wiki/spaces/WIP/pages/10008276.

  • None
  • All Privacy Levels
  • Specific Privacy Level Group
  • Specific Privacy Levels
Share My GroupsEnables users of collaborating Groups to view the 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 'Owned by Group' of a Subscription.
  • None
  • All Privacy Levels
Share My UnitsEnables collaborating Groups to view the Units of the 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 'Assign To Unit' of an Activity.
  • None
  • All Privacy Levels
Share My UsersEnables collaborating Groups to view the users of the specified Group in the results of processes that 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.
  • None
  • All Privacy Levels
Note
titleWhat does each Access Level denote
  • None: The Collaboration Action is not allowed.
  • All Privacy Levels: The Collaboration Action is allowed on records having any Privacy Level.
  • Specific Privacy Level Groups: The Collaboration Action is allowed on records having a Privacy Level which belongs to one of the specified Privacy Level Groups. More than one Privacy Level Groups can be specified if this option is selected.
  • Specific Privacy Levels: The Collaboration Action is allowed on records having a Privacy Level which is equal to one of the specified Privacy Levels. More than one Privacy Levels can be specified if this option is selected.
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