The primary purpose of user groups is to establish a "path" based on different managerial levels within your organization. When user accounts are created, each user is assigned to one of the different levels in the path, thus creating a parent-child relationship between user groups.
Consider the following user group path:
Executive > Regional Managers > District Managers > Store Managers
This path consists of four different levels.
The Executive is the highest level in this sample user group path. The highest level in the path is identified by assigning the user group as its own parent.
The Regional Managers user group is the second highest level in this user group path. The Executive Level serves as the parent user group for the Regional Managers group and as a child to the Executive group.
The third level in the path is the District Managers level. The Regional Managers group serves as the parent user group for the District Managers group.
The bottom level in this path is Store Managers. The District Manager group serves as the parent group for store manager.
In reviewing the relationships of the user groups, notice that both the Regional Managers and District Managers user groups serve as both Parent and Child user groups.
When initially creating user groups, you must use a sequential creation order, from the top most level in the path to the bottom most level in the path. This creation order is essential so that parent user groups exist before you create each child. For example, if you created the Store Manager user group first, the District Manager group does not yet exist therefore you cannot assign District Manager as the parent of Store Manager.
Continuing with the previous example, your user groups are Executive, Regional Manager, District Manager, and Store Manager, respectively. The user groups must be created in the order listed. Since Executive is the top most level in the path, it serves as the parent user group to itself. When creating the highest level user group simply select the "-------" option from the parent user group drop down list on the user group maintenance form. After you have created the Executive user group, you can then create the Regional Manager user group and assign Executive as its parent user group, and so on.
There can be only one top most level in the user group path.
Use the following procedure to create a user group:
Login to DataTrak as "admin".
Click the Maintenance button on the menu. The system will display the maintenance screen.
Click the User Group Maintenance Folder in the Maintenance Library tree (located in the left browser pane.)
The right browser
pane displays the User Group Maintenance Form. Fields on this form include
the following:
User Group Description: Enter a description for the user group
that you want to create. You can enter up to 20 alphanumeric characters.
Parent User Group Description: Select the parent user group that
you want to assign for the new user group. If the user group is to serve
as the top most level in the user group path, select "-------"
from the dropdown list.
After you specify the User Group Description and Parent User Group, click the Submit button to save the record. (You can click the "Clear" button to reset the form to it's original state, provided you have not yet clicked the Submit button.)
Login to DataTrak as "admin".
Click the Maintenance button on the menu. The system will display the maintenance screen.
Click the User Group Maintenance Folder in the Maintenance Library tree (located in the left browser pane) to expand it and to display a list of existing user groups.
Click the user group that you need to modify.
The right browser pane displays the record in the maintenance form. Make any changes to the record and click the Submit button to save the changes. (You can click the "Clear" button to reset the form to it's original state, provided you have not yet clicked the Submit button.)