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Back to Network Management Main Page 

Excerpt
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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

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Table of Contents

Table of Contents
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Navigating to Group Collaboration

Info

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.

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

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

Note

Group Collaborations do not apply for Controlled Selection Entities.
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.

 

Navigating to Group Collaboration Profiles

Info

FOUNDATION > NETWORK MANAGEMENT > SET UP COLLABORATION BETWEEN GROUPS

Explaining Group Collaboration Profiles Fields

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 ProfileImage Added

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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
 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 for which you would like to allow access to from other Groupsthat 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 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
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*

 

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

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

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.

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) 
View and modify my records: Enables
Enables users of collaborating Groups to view and modify records owned by the specific Group.
 View, modify and assign my records: Enables
  • 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
 Share my Groups: Enables

Group.

Note

Assigning of Records only refers to Assignable Entities.

  • None
  • All Privacy Levels
  • Specific Privacy Level Group
  • Specific Privacy Levels
Share My GroupsEnables users of collaborating Groups to view the
specified
Group in the results of processes that
are searching
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
owner
'Owned by Group' of a
subscription
Subscription.
  • None
 
  • All Privacy Levels
Share
my
My Units
:
Enables collaborating Groups to view the
units
Units of the
specified
Group in the results of processes that
are searching for units
search for Units (in Data Entry pages) and also to use them as a value in
unit
Unit related fields of various modules of the software.
For example, to use the
a unit
Unit belonging to the specified Group as the
assign to unit
'Assign To Unit' of an
activity
 
Activity.
  • None
  • All Privacy Levels
Share
my
My Users
:
Enables collaborating Groups to view the users of the specified Group in the results of processes that
are searching
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
a unit
Unit belonging to the specified Group as the
assign to user of an activityEach action allows the option to collaborate on different levels. The supported options are the following:
'Assign To User' of an Activity.
  • None
  • All Privacy Levels
Note
titleWhat does each Access Level denote
  • None: The
collaboration action
  • Collaboration Action is not allowed

Applicable to all action selection
 All privacy levels: The collaboration action
  • .
  • All Privacy Levels: The Collaboration Action is allowed on records having any
privacy level
Applicable to all action selection
 Specific privacy level
  • Privacy Level.
  • Specific Privacy Level Groups: The
collaboration action
  • Collaboration Action is allowed on records having a
privacy level
  • Privacy Level which belongs to one of the specified
privacy level
  • Privacy Level Groups. More than one
privacy level
  • Privacy Level Groups can be specified if this option 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 Users
 Specific privacy levels: The collaboration action
  • Specific Privacy Levels: The Collaboration Action is allowed on records having a
privacy level
  • Privacy Level which is equal to one of the specified
privacy levels
  • Privacy Levels. More than one
privacy levels
  • Privacy Levels can be specified if this option
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 Users

Mandatory on Conditions: Mandatory per each collaborating Group 

Validations & Restrictions

ActionValidations
Create a new Collaboration profile
  • Each Group can have only one collaboration profile.

Creating a Group Collaboration Profiles

  • Navigate to FOUNDATION > NETWORK MANAGEMENT > SET UP COLLABORATION BETWEEN GROUPS
  • Search for a collaboration profile you would like to update or click on NEW to create a new one

  • MAIN INFORMATION

    1. Group: Select the Group you would like to allow access from other Groups
    2. 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 one
  • Click on the Group on the left hand side panel, to select the Group you would like to configure
    Group Collaboration Profiles - Group to be configuredImage Removed
    • Once a Group
    • is selected
    the actions are made available
    • .
     
    Group Collaboration Profile - Actions to be configuredImage Removed
  • Click on the accordion of each collaboration action to open
  • From the select box, select the type of condition you would like to add
    1. For Specific Privacy Level Groups and Specific Privacy levels
      1. 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
    Group Collaboration Profiles - Specific Groups SetupImage Removed

  • ALL Groups

    1. Click on the accordion of each collaboration action to open
    2. From the select box, select the type of condition you would like to add
    3. For Specific Privacy Level Groups and Specific Privacy levels
      1. Click on ADD and select from the available drop down the, privacy levels or privacy level Groups
      2. Repeat the same for each collaboration action
        Group Collaboration Profiles - All Groups Collaboration settingsImage Removed
  • 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

    Include PageDeleting a record - GlobalDeleting a record - Global

     

    Note

    Visit Understanding Network Management for business examples related to Group Collaboration Profiles

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