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Managing Groups

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Navigating to Groups

FOUNDATION > NETWORK MANAGEMENT > MANAGE GROUPS

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.

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

 

Attributes

An * indicates a field is mandatory.

Name

Description

NumberAn-auto generated number which uniquely identifies the Group.
Main Information
Name*The Name of the Group.
Classification*An informational Classification of the Group which can be 'Internal' or 'External' (no other usage in the System).
Alternative Code*The Alternative 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 Group.
Community*

The Community that the specific Group belongs to.

Contact Information
Contact Information*

The contact details (company or person) for the specific Group.

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

Covered Geographical Areas

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

Mandatory on Conditions: This information is mandatory if the "Set as Owner Group automatically based on Covered Geographical Areas" option is enabled. A Group might be covering more than one geographical 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. 

  • 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 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

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

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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