Assign Documents to User Groups

After you create document groups, you can then assign documents to those groups. This assignment results in a document group/document structure that looks something like this:

To continue, individual user accounts are assigned to a user group. In turn, documents are assigned to specific user groups.

This makes it possible for the DataTrak administrator to quickly and easily control the document groups AND documents that are displayed for specific user groups. For example, both the Executive and Store Manager user groups are granted access to reports in the Sales Report Folders. The Executive group is assigned all documents in the Sales Report document group. The Store Manager group, however, is granted access to only the Daily Sales Comparison report.

When someone from the Executive group signs on to DataTrak and views the contents of the Sales Report folder, all sales report documents are displayed. When someone from the Store Manager group logs on to DataTrak and views the contents of the Sales Report folder, only the Daily Sales Comparison report is displayed.

Assigning a Document to a User Group

Follow these steps to assign a document to a user group:

  1. Login to DataTrak as "admin".

  2. Select Maintenance from the DataTrak menu, and the system displays the DataTrak Maintenance screen. The left pane on this screen displays the Maintenance Library tree. The right pane displays common DataTrak tasks.

  3. Click Assign Document to User Group in the maintenance library.

  4. The right pane displays the maintenance form.

  5. Select the user group from the dropdown list and then click the Select button.

  6. The left side of the form displays all documents and/or groups that are not currently assigned to the displayed user group. The right side of the form displays those documents that have been assigned to the user group.

  7. To assign a single document, open To open a document group, click the "+" next to the folder. To close a document group, click the "-" next to the folder. the document group that contains the document and then click the Add button. The system moves the item from the left window and displays it in the right window.

    Note: You can assign all un-assigned documents by clicking the Add All button.

  8. When you finish assigning documents to the user group, click the Submit button to save the additions.

Removing a Document Assignment from a User Group

Use the following procedure to remove a document assignment from a user group:

  1. Login to DataTrak as "admin".

  2. Select Maintenance from the DataTrak menu, and the system displays the DataTrak maintenance screen. The left pane on this screen displays the Maintenance Library tree. The right pane displays common DataTrak tasks.

  3. Click Assign Document to User Group in the maintenance library.

  4. The right pane displays the maintenance form. Select the user group from the dropdown list and then click the Select button.

  5. The left side of the form displays all documents and/or groups that are not currently assigned to the user group. The right side of the form displays those documents that have been assigned to the user group.

  6. In the left pane, open the document group that contains the document you want to remove.

  7. Click the document to highlight it, and then click the button.

    Note: You can remove all documents by clicking the button.

  8. When you finish making changes, click the Submit button to save the changes.