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Back to Network Management Main Page

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Find out how to create a new Groups

What does this section cover?

Learn to work with Groups

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Table of Contents

Table of Contents
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Navigating to Groups

Info

FINANCE FOUNDATION > NETWORK MANAGEMENT > MANAGE GROUPS

Explaining Groups Fields

Using Groups

A Group represents a body of Users belonging to the same department and to one or multiple teams within the department, following common business processes and collaborating with each other. The information on a Group's constituent Units is stored together with the rest of the Group data.

The Units and Users which are part of each Group can be viewed through Group's display, although they are managed from other dedicated environments. 

  • Navigate to Groups 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, modify (EDIT) or DELETE an existing one. 
  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Groups. 
  • Click on ACTIONS to discover other possibilities available for Groups.
  • Click on the Audit Log button to view a log of changes performed on the displayed Groups. 

View the Attributes Table below for a comprehensive description of the Groups fields. Check the Validations & Restrictions Table for a list of available Actions when working with Groups including each Action's related validations and restrictions.

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Validations & Restrictions

ActionValidationsRestrictions
Create
  • Mandatory Fields must be specified.
  • Name and Alternative Code must be unique.
  • A new Contact Information must be created. Existing Contact Information cannot be used.
Edit
  • Mandatory Fields must be specified.
  • Name and Alternative Code must be unique.
  • Information on the Contact Information can be modified; Contact Information related to the Group cannot be modified.
Delete
  • Groups cannot be deleted if any Units belong to them.
  • Not Applicable

 

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attributes
Attributes

An * indicates a field is mandatory.

Include PageLog Information - GlobalLog Information - Global

System Processing

The group will be saved and a unique number will be assigned
Covered Geographical Areas: It defines then group group of a record, during the creation of the record, only if the  If groups are covering that area

Name

Description

NumberAn-auto generated number which uniquely identifies the groupGroup.
Main Information
Name*The name Name of the groupGroup.
Classification*A classification An informational Classification of the group Group which can either be internal or external'Internal' or 'External' (no other usage in the System).
Alternative Code*The alternative code of the groupAlternative Code of the Group. Unless otherwise specified, the Alternative Codes for new entries default to the Name initials in capital letters.
DescriptionA description of the groupDescription of the Group.
Community*

The Community that the specific Group belongs to.

Contact Information
Contact Information*

The contact details for that group. It can be a (company or a person

Community*

The community for that group.

Units
(Read Only)

A section that displays all the units that belong the group. The section includes the following fields:

  • Number
  • Name
  • Group
  • Description

Units can be added to a group through the Add new Unit action which is available through the Actions menu or the units page

Users
(Read Only)

A section that displays all the users that belong the group. The section includes the following fields:

  • Person Name
  • Username

Users can be added to a units through the users page

person) for the specific Group.

Note

A new Contact Information must be created as an existing one cannot be used.
Use ADD MORE INFORMATIONto open the Contact Information Data Entry page.

Covered Geographical Areas

Defines a list of geographical areas which are covered by the specific Group. 

Note

Mandatory on Conditions: This information is mandatory if the "Set as Owner Group automatically based on Covered Geographical Areas" option is enabled. A

group

Group might be covering more than one geographical

areas

area.

 

Set as Owner Group automatically based on Covered Geographical Areas

If enabled

, the specific

Group will automatically be set as the of owner

of newly created records provided that the location of the customer is within the covered geographical area.

 

Note
  • If more than one
  • Group covers the area in question, then the automatic assignment is not performed.
  • This only concerns Explicit Viewing Entities. The Geographical Area
The area of the covered geographical area
DistrictThe district of the covered geographical area
Town / CityThe town / city of the covered geographical area

Creating & Saving, Validations & Restrictions

ActionValidationsRestrictions
Create
  • Not Applicable
  • Not Applicable
Save
  • All Mandatory Fields are provided
  • Multiple Groups can exist in the system, but each one should have a unique number, name and alternative code.
  • Each Group can belong to only one Community.

Creating a Group

  • Search using the criteria available in the summary page
  • From the top menu click on the NEW to open the Groups data entry page
  • MAIN INFROMATION
    1. Provide the mandatory information
      1. Name
      2. Alternative Code
      3. Classification
      4. Community
      5. Description
  • CONTACT INFORMATION
    1. Select between Company and Person and provide the information required for each
      1. Person
        1. Title
        2. First Name
        3. Last Name
      2. Company
        1. Name
    2. Click on ADD MORE INFORMATION to open the Contact Information modal and provide any additional information
  • COVERED GEOGRAPHICAL AREAS
    1. Select the checkbox if you would like to apply the Covered Geographical Areas function.

    2. Click on ADD under Covered Geographical Areas and provide information related to the Area District and Town.
      All values provided in a single line will need to be met in order for the group to be automatically set.
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  • From the Action Menu click on Save
    • LOG INFORMATION

  • The following information is automatically set by the system on saving the Communities

    • information is compared to the location each Entity's distinct address.
    Explicit Viewing EntitiesEntity address compared against Geographical Area

    Subscription

    		Subscription Location

    Job

    		Job Location

    Accounts Receivable

    		All available Addresses of the related Contact Information ('Active' and 'Inactive').

    Communications

    		All available Addresses of the related Contact Information ('Active' and 'Inactive').

    Contact Information

    		All available Addresses of the related Contact Information ('Active' and 'Inactive').

    Leads

    		All available Addresses of the related Contact Information ('Active' and 'Inactive').

    Activities

    		All available Addresses of the related Contact Information ('Active' and 'Inactive').

    Service Requests

    		All available Addresses of the related Contact Information ('Active' and 'Inactive').

    Resource Plans

    		Not set automatically

    Warehouses

    		Not set automatically
    Reward OffersNot set automatically
    AreaThe area covered by the Geographical Area.
    DistrictThe district covered by the Geographical Area.
    Town / CityThe town/city covered by the Geographical Area.

    Units

    Units

    Displays all the Units that belong to the Community. The following information is available and read-only:

    • Number
    • Name
    • Group
    • Description
    Note

    Units can be added to a Group through the Groups page or the Units page.

    Users

    Users

    Displays all the Users that belong to the Community. The following information is available and read-only:

    • Person Name
    • Username
    Note

    Users can be added to a Unit through the Units or Users page.

    Log Information
    Log DetailsThe standard set of Log Details information available in all entities.

    Additional Actions for Groups

    Add New Unit

    New Units can be added to the Group directly through the Group page.

    1. Navigate to Groups.
    2. Search for the Group you would like to create a Unit for and click on its Number to go to the Data Entry page.
    3. From the Actions Menu click on Actions > Add New Unit.
      1. A modal window will open.
      2. Follow the process of creating a new Unit.
      3. Click on SAVE.
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