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Groups

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Groups

However, using groups requires a solid understanding of the relatively complex settings. Mistakes made in this context can change the complete settings of your software.

If you want to use groups in your onOffice enterprise edition, we strongly recommend to talk to our support about the system beforehand.

Use of groups

With groups, you can map your organizational structures or geographical distribution of the offices. To do this, you create office groups and region groups. For special tasks you can create additional groups that are not bound to the hierarchical structure of region and office.

Groups – Settings

If a user is in a group, then the settings / values, such as shared portals or imprint, are taken from the office group. If no values are stored there, the data of the superordinate region group and alternatively the data from basic settings are used.

For easy definition of which settings apply to a user, he can only be a member of one office group. Only groups and no users can be added to a region group.

In the groups, certain users are defined as group leaders. They can then, for example, view and change the settings of their own office group, can make holiday approvals for group members, etc.

Groups – Assignment of rights

In addition to the individual settings for office groups, there is another large area that office and region groups affect: the rights to records.

Via user rights, you can give an office or an entire region, for example, reading rights to property.

Example: If the property Manager is a member of the office group Group1 and the members of the office group have the entry “office group” as read-only access to the property, then all users from this office can view the property.

If now group1 and group2 belong to the region group Region1, then with the user right “Region Group” the members from group2 can also be given access to the property of group1.

For these rights the person in charge of a property or address is decisive. For tasks, projects, processes etc. it is the person in charge / responsible.

Groups – other

If additional groups are required for certain functions or further structuring, you can create groups “without type”. NO settings and values can be stored in these groups. Even when assigning rights to a data record, groups “without type” cannot be selected.

This prevents a conflict with data from office groups. A user can therefore be in any number of groups without a type.

These groups can be selected in the responsibility of e.g. tasks or in appointments as well as all other groups.