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Setting up Group Collaboration Profiles

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What does this section cover?

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. 

A Group can collaborate with one or multiple Groups and you can define which records will be allowed to be accessed based on their Privacy Level, as well as the actions that will be allowed to be executed by users of other Groups.

Group Collaborations do not apply for Controlled Selection Entities
i.e. if you set Allowed Organisational Unit: Group A for an Activity Type and there exists a collaboration between Group A and Group B, but you login with a user from Group B then you won't be allowed to create an activity of that specific Activity Type.

 

Navigating to Group Collaboration Profiles

FOUNDATION > NETWORK MANAGEMENT > SET UP COLLABORATION BETWEEN GROUPS

Explaining Group Collaboration Profiles Fields

Name

Description

NumberAn auto generated number which uniquely identifies the Group collaboration profile
Group*The Group for which you would like to allow access to from other Groups
CommunityThe Community that the Group belongs to
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
    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

Collaborating Groups*

 

A section which 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 information:

  • Group Number
  • Group Name
  • Group Description

Mandatory on Conditions: Mandatory only if the scope is 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 collaborating Groups to view records owned by the specific Group
     
  • View and modify my records: Enables collaborating Groups to view and modify records owned by the specific Group
     
  • View, modify and assign my records: Enables collaborating Groups to view, modify and assign records owned by the specific Group
     
  • Share my Groups: Enables collaborating Groups to view the specified Group in the results of processes that are searching for Groups 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 Group of a subscription.
     
  • Share my Units: Enables collaborating Groups to view the units of the specified Group in the results of processes that are searching for units and also to use them as a value in unit related fields of various modules of the software. For example to use the a unit belonging to the specified Group as the assign to unit of an activity
     
  • Share my Users: Enables collaborating Groups to view the users of the specified Group in the results of processes that are searching for users 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 belonging to the specified Group as the assign to user of an activity

Each action allows the option to collaborate on different levels. The supported options are the following:

  • None: The collaboration action is not allowed
    Applicable to all action selection
     
  • All privacy levels: The collaboration action is allowed on records having any privacy level
    Applicable to all action selection
     
  • 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.
    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 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.
    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

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

  3. 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

  4. COLLABORATION SETTINGS

    1. SPECIFIC Groups

      1. Click on ADD and search for the Groups you would like to share the data with
        Groups should be added one by one
      2. 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 configured
      3. Once a Group is selected the actions are made available. 
        Group Collaboration Profile - Actions to be configured
      4. Click on the accordion of each collaboration action to open
      5. 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
      6. Repeat the same for each collaboration action and for each Group added
        Group Collaboration Profiles - Specific Groups Setup

    2. 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 settings
  5. 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

  1. Search for the entity that you would like to delete
    Visit  Using Summary Pages   to find out how you can search using CRM.COM Summary Screens
  2. Click on the link of the record you would like to delete, to be transferred to the Data Entry page
  3. From the actions menu click on "DELETE"
     The entity will be deleted given that the validations are satisfied

 

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

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