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Chapter 2 - Users & Groups

2B. Users, Global Groups, Rights & Roles

Users, Global Groups, Rights & Roles - Introduction

This chapter will cover how to manage and organize Users, including using Groups and the Rights that can be assigned. Roles are also detailed and how they can be used to simplify the management of Users.

Users, Global Groups, Rights & Roles - Basic Setup

To manage Users, log into the admin tool and navigate to Users & groups → User list.

User List

The User list displays the Aproove Users (active and disabled). From this list, you can search, modify and delete existing users.

User-List-1

Additional functions available in this view are:

  • Modify existing User - Select the user from the list to modify.
  • Filter by user type - Change the value ('User, Admin, Sub-Admin') in the pulldown list.
  • Edit multiple users - Check 'Select all' or manually check the users, then select the 'Edit multiple users' button.
    • Note: You can only edit some user preferences and the assigned rights. You cannot change account-specific information using this function.
  • Export as CSV - the list of users will be exported as a CSV file.

Add User

Before creating a new user, it is recommended that Permissions Model - Types & Concepts be reviewed first.

To add a user to Aproove, select the 'Add user' tab at the top left. At a minimum, the Username and Password fields need to be filled out before creating the user. It is recommended that the name, email address, language, and timezone fields are also filled out so the user can receive email task notifications localized to their timezone.

User role rights

Add-User-1

The User Rights Matrix can be used to reference the description of each right.

It is recommended for each User that a Role is selected and Global group(s) assigned (with Schemas configured) so features and rights are applied consistently to your user base. This will make administrating Users a lot easier. For additional information on how to set up Roles and Global groups, please see Users, Global Groups, Rights & Roles - Advanced Configuration.

To assign a role to a user, select the Role pulldown in the upper right corner and choose the correct role from the list. This will populate the User with predefined rights.

Global Groups

Global groups are groups that are used to assign permissions. Users can be members of multiple groups and the permissions granted by them are additive. An example of this in practice would be a standard global group that assigns basic functions in the system and a separate admin global group that includes just the admin level permissions. A user assigned to only the standard global group would just have the basic functions, a user assigned to both groups would have the basic functions along with the admin level permissions.

An alternative is to use global groups to assign users to schemas. When you configure a global group, you can specify that each user that is part of that global group should be added to a schema using a pre-defined set of permissions. The set of permissions, in this case, would be a role. Each global group can add users to one or many schemas.

Adding a Global Group

To add a Global group, select the 'Add a group' button at the bottom of the 'Global groups' tab in Users & groups.

Add Global Group

Name the new Global group and select the Save button.

Name and Save Global Group

Modifying a Global Group

To add a new User to a Global group, you will need to modify an existing one. Select the Global group from the left-hand pane.

In the Members tab, select the User from the Available User list and click Right Arrow to add that user.

Modifying Global Group

Users, Global Groups, Rights & Roles - Advanced Setup

User List

The User list displays the Aproove Users (active and disabled). From this list, you can search, modify and delete existing users.

User-List-1

Additional functions available in this view are:

  • Modify existing User - Select the user from the list to modify.
  • Filter by user type - Change the value ('User, Admin, Sub-Admin') in the pulldown list.
  • Edit multiple users - Check 'Select all' or manually check the users, then select the 'Edit multiple users' button.
    Note: You can only edit some user preferences and the assigned rights. You cannot change account-specific information using this function.
  • Export as CSV - the list of users will be exported as a CSV file.

Add User

To add a user to Aproove, navigate to "Add user". The username and password fields need to be completed before creating the user. It is recommended that the name, email address, language, and timezone fields are also completed so the user can receive email task notifications with localized information.

Add-User-2

Before assigning permissions, it is recommended that Permissions Model - Types & Concepts be reviewed first. This section explains the different permissions levels and how they interact with one another. If roles are going to be used, you can choose a previously defined one from the 'Select role' pulldown list and this will automatically assign the predefined permissions. Please see the Role section below for more information.

The User role rights are defined as follows:

Approvals

  • Note approval - User can save comments
  • Proofs approval - User can approve proofs
  • Shared proofs approval - User can partially approve proofs
  • Project approval - User can approve projects
  • Shared project approval - User can partially approve projects
  • Lock proof - User can lock proofs
  • Lock project - User can lock project

Features

  • Note - User can add notes
  • Download project - User can download original project files
  • LR JPEG download - User can download low res project files
  • Print proof - User can print a contract proof
  • Color layer tools - If the project is configured to create color layers (Projects Config editor Project type Processing options - "Colour layer tools"), this enables the color layer tools (Separations selector, Color picker, Measure, Barcode reader) in the Proof Review Interface.
  • Chat - Enables the chat feature
  • File upload - User can upload files to the project folder
  • Drive - Enables access to the project drive
  • Send task - Allows tasks to be sent to users
  • Send task to everyone (external) - Allows tasks to be sent to guests
  • LDAP users - Tasks can only be sent to LDAP users
  • All LDAP - ???

Management

  • Check before notifying - ???
  • Project advanced parameters - User can edit advanced parameters
  • View tasks sent from all users - User can see and manage invitations for the project
  • Resolve note - User can resolve note
  • Delete proof - User can delete a proof
  • Delete proof revision - User can delete proof revisions
  • Delete Project - User can delete a project
  • View PRF (read only) - User can view the Proof Routing Flow
  • Edit PRF - User can modify the Proof Routing Flow
  • Time tracking manager - User can manage and run Time Tracking reports ??? In the User Interface Dashboard, this gives the user the ability to edit, delete, or add a Billing Code from within a project  (Project → Add/Edit Time Sheet...)
  • Time tracking user - User can enter Time Tracking data
  • Task todo list manager - User can reassign tasks to other users
  • Task todo list user - User can see their tasks in the Tasks list
  • Export project history - User can export project history
  • Project tags - User can add project tags
    • Note: Tags need to also be defined under the Team a user is a member of
  • Project archive - User can archive the project
  • Project proofs menu - Enables access to the Proofs Dashboard
  • Allow tag - User can add tags to a proof
  • Tag mandatory - User is required to add a tag if adding a note to a proof
  • Allow multiple tags - User can add multiple tags on the same note
  • Tag form view - User can view tag forms
  • Tag form edit - User can edit the values in a tag form
  • Redraw my note - User can redraw their own notes (If comments have not been made on the note?)
  • Redraw all note - User can redraw other user's notes (If comments have not been made on the note?)

Options

User Role Rights

The option rights are defined as follows:

  • Account management - ???
  • Use Html viewer - User will use the HTML 5 interface (soon to be deprecated?)
  • Use project creation wizard - User can use the project creation wizard when creating a new project
  • Discard tasks on completion - When a task is completed, it will be automatically discarded and moved to the Late task category
  • ICS task - Include a calendar invite attachment to email notifications for tasks
  • Advanced project filter - Turning this setting on will make Advanced Filters visible in the user's interface dashboard

Global project settings

Global Project Settings

The Global project settings are defined as follows:

  • Production view - ???
  • Versions display - User can see previous versions of a proof
  • Comparison view - User can compare files in the comparison tool
  • LR PDF download - User can Export a PDF from the Project Dashboard
  • Team time tracking admin - User can manage and run time tracking reports
  • Team time tracking user - User can enter time tracking data
  • Task todo list admin - User can see all project tasks assigned to everyone in their Tasks list

Notifications

The user notifications can be preset for a user, otherwise, a user can change these settings in their preferences after logging into the User Interface Dashboard. The system notifications tab is now deprecated. For additional information, please see Notifications & Templates - Basic Configuration.

Notifications

Roles

A "Role" is simply a predefined set of permissions that can be used as a template when assigning permissions. The role itself does not provide access to a user or a guest but allows the administrator to quickly assign a set of permissions when configuring the Aproove system. Please note a role only applies permissions as they are at the time they are assigned. If a role is updated after it is assigned to a user, it will not update that user.

To create a new role, type the name of the role and then select the Add button. To configure a newly created role or to modify an existing one, select it from the pulldown list. Along with the role containing user rights, you can update the order you would like the role to appear in the pulldown list when assigning it and also configure the label for all of the languages on your system.

The Approvals, Features, and Management tabs are used to configure the user rights that will be assigned with the role. These rights are defined in the User Rights Matrix.

Approvals Features Management-1

The metadata keys tab lists the metadata keys that are configured in the system. These can be assigned to a user and this will make them available in the User Interface Dashboard.

See the Metadata & Forms section for additional information.

Metadata keys

Note tags can be assigned in the Note tags tab. For these to be available in the Portal UI, these tags will also need to be assigned to the Team that the user is a member of.

Note Tags-2

Default note tags can be assigned in the Default note tags tab. For these to be available to the user in the Portal UI, these tags will also need to be assigned to the Team that the user is a member of.

Default Note Tags

Global Groups

Global groups are groups that are used to assign permissions. Users can be members of multiple groups and the permissions granted by them are additive. An example of this in practice would be a standard global group that assigns basic functions in the system and a separate admin global group that includes just the admin level permissions. A user assigned to only the standard global group would just have the basic functions, a user assigned to both groups would have the basic functions along with the admin level permissions.

An alternative is to use global groups to assign users to schemas. When you configure a global group, you can specify that each user that is part of that global group should be added to a schema using a pre-defined set of permissions. The set of permissions, in this case, would be a role. Each global group can add users to one or many schemas.

Adding a Global Group

To add a Global group, select the 'Add a group' button at the bottom of the 'Global groups' tab in Users & groups.

Add Global Group

Name the new Global group and select the Save button.

Name and Save Global Group

Modifying a Global Group

To modify a Global group, first select it from the left-hand pane so it displays on the right side of the window.

Members: select from the list of available users and then move them to the assigned users on the right to make them members of the Global group. If you wish to remove them from the assigned users, just highlight them and move them back to the available users list.

Modifying Global Group2

Rights: used for assigning the Admin rights and User Interface Dashboard menu access by using a checkmark to select which rights you would like to assign.

Global Group Rights

The definitions for the Admin rights are below.

  • Project management - ???
  • Project trees management - ???
  • Project trees nodes management - ???
  • Proof management - ???
  • User management - ???
  • User management - ???
  • Schemas management - ???
  • Sections management - ???
  • Analytics dashboards access - ???
  • Analytics management - ???

The Dashboard menu access options enable these features in the User Interface Dashboard. If an option is unchecked it will not show up in the Dashboard.

User Dashboard

Quick note:  a Quick note is a XXX. To assign one, just move it from the Available list on the left to the Assigned list on the right.

Quick Note

Tasks: lists all available tasks in the system. To assign one, just move it from the available list on the left to the Assigned list on the right. 

For more information on Tasks, see Tasks & Decision Buttons - Basic Setup.

Global Groups Tasks

The task will become available in the  User Interface Dashboard as an Instant Share task to all users in the Global group.Share Tasks User Dashboard

Project type: lists all available project types in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right.

For more information on Project types, see Project Types - Basic Setup.

Global Groups Project type-3

The project will become available in the Project type dropdown of the Project Creation Wizard for all users in the Global group.

Project Dashboard Create Project

Tree: lists all available trees in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right. The tree, and all projects within it, will become available to all users in the Global group.

For more information on Tasks, see Project Trees - Setup.

Global Groups Tree

Reminder: lists all available reminder policies in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right.

For more information on Reminders, see the Workflow → Reminder policies section.

Global Groups Reminder

Workflow: lists all available workflows in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right. What does assigning a workflow enable for users?

For more information on Workflows, see Workflow Setup & Options - Basic Setup.

Global Groups Workflow-1

Schemas: lists all available schemas in the system. To assign one, start by selecting the appropriate Role, then move the schema from the Available list on the left to the Assigned list on the right.

For more information on Schemas, see Schemas - Basic Configuration.

Global Groups Schemas

Reporting: lists all available custom reports in the system. To assign one, just move it from the Available list on the left to the Assigned list on the right.

Note: Custom reports is a separate Aproove module that requires an additional license to enable it as well as development work to set up the report.

Global Groups Reporting

The report will become available in the User Interface Dashboard to all users in the Global group.

Reporting User Dashboard

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