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Chapter 2 - Users & Groups

2D. Schemas

Schemas - Introduction

A Schema is a User's hierarchy definition in a project. This hierarchy is based on a tree containing groups. 

The Schema concept was initially created to help organize the visibility of notes between groups at a project level where each group only sees the note added by the users of that group.  Each of these groups can have one or more Group Managers which have the ability to move notes from their group to another group and therefore are the moderator/gatekeeper for that group.  This introduced the concept of a Note creator and a Note owner. The creator or author may create a note and a group manager can then take ownership of it in order to promote it to another group in the hierarchy. The group managers will therefore have an additional Note tool in order to manage the promotion of notes.

Put differently, the group definition in a Schema is there only if Note visibility and flow of these notes are expected. If no specific restriction of Note visibility is expected in a project, all the users should be part of the same Schema group.

So, the most common use case of Schema is the single group Schema. Such Schema is used to define centrally the Users associated with projects that are relying on this specific Schema. This is the preferred way of managing User assignment to Projects and in many cases, this is the only way to allow access to specific features (Note tags, Metadata access, etc.) 

Schemas - Basic Setup

To manage Schemas, log into the admin tool and navigate to Users & Groups → Schemas.

Adding a new Schema

To add a new schema, click on the 'Add schema' button, enter the name of the schema, and click "Save".

Schema Add1

Next, add a group to the schema.  To do so, click 'Add group to schema', name the schema, and click "Save".

Schema Add2

To assign users to the newly created schema, select the schema group, choose users from the available User list on the right, and click 'Add user to group'.

Schema Add3-1

As the last step, it is recommended to make at least one user of the group the Manager for the following reasons:

  1. When creating projects via a Hot Folder, the system uses the Schema manager as the Project Owner.
  2. If a user is removed from a Schema, that user's Notes will not be orphaned and instead be reassigned to the Schema Manager.

Schema Add4

Modifying Users in a Schema

To remove a User from an existing schema, select the User from under the schema group in the tree and click 'Remove user from group'.

Schema Remove

To modify a User in an existing schema, select the User from under the schema group in the tree.

Schema User

User rights : shows the rights assigned to the user.  For a full description of the user rights, please see Permissions Model - Rights Matrix.

Schema User Rights

System notifications: additional notifications that can be enabled for a User. These notifications are deprecated and will be removed in a future version of Aproove. It is not recommended to use these notifications unless there is a specific use case where they are required. 

Schema System notifications

Metadata keys tab: all existing metadata keys in the system. By checking any of these keys, they will become available in the User Interface Dashboard interface as available columns in the Home and My Projects views. 

For additional information on metadata keys, please see Metadata Keys, Types & Sets - Setup. 

Schema Metadata

Metadata keys: contains the list of available Tags that can be assigned to the schema. To assign a Tag, select it from the Available tags list and click Right Arrow to move it to Assigned tags.

For additional information on Tags, please see Note, Project, Proof & Section Tags - Setup.

Schema Tags-2

Default tags: contains the list of available Tags that can be assigned as a default tag to the schema.  To assign a Default tag, select it from the Available tags and click Right Arrow to move it to Assigned tags.

For additional information on Tags, please see Note, Project, Proof & Section Tags - Setup.

Schema Default Tags

Schemas - Advanced Setup

Annotation Flow Management

Flow Management (AFM) is unique to Aproove Work Management and gives unparalleled granular control of your review process within a step. The viewing of annotations gets controlled by a hierarchy of groups called User schemas. Each group contains users with different permissions and every user of the same group can see each other's notes. 

User schemas

User schemas are primarily used to partition Users into groups. 

A schema can enable centralized user management for projects that use that schema. Simply add a user to the schema (central point) for all projects based on it to be automatically updated. Schema also enables annotation management - Notes made on a page by a user in one schema can be hidden from users in another schema.

A schema consists of at least one user group. You can define an infinite number of groups and assign an infinite number of users to them.  When a user is added to a schema group, it is no longer possible to add them to another group in the same schema. You can create a tree structure or hierarchy of groups in which group managers need to be defined. Being at the intersection, these group managers will act as the link between these two groups by distributing (sending up/down) Notes from one group to the other.

A schema group contains users and group managers. Users can only see notes in their group and a note created by a user or a manager will be located in their group. The original creator of the note will still see it, even if it has been moved to another group.  When using a schema, a project manager group is automatically created;  it is not visible in the schema. This group is at the top of the tree structure.

To make this hierarchy easier to understand, a drawing using a Venn diagram is very useful:

Schema Diagram

In such a configuration, a note created by user_B will only be visible to users included in the Reviewing group. As long as this note is located in the Reviewing group, the user_c and operator users will not be able to see it. In order for the operator user to see the note and submit a new revision, user_A must move the note up to the project admin group. If user_c adds a note and it is relevant, user_D can move it up to the Reviewing group and user_A will do the same to move it up for the operator user to see.

Note: when a group manager moves a note, they become the owner of it but its original creator will stay the same and they will continue to see it even if the note has left their group.

Creating a schema and its groups is a simple process:

Schema Add-11 - Add schema
2 - Add (Global) Group to schema
3 - Add (Global) Group to (Global) Group in schema

To add a user to a group:

Schema Add User-1

1 - Select the Group you wish to add the user to
2 - Select the user from the Available user list
3 - Click "Add user to group"

To make a user a Group manager, select the user and then check the Manager checkbox. I believe we recently determined that selecting a Manager for a schema should be a requirement, but I can't recall why.

Schema Manager


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