Managing your account with Departments enabled requires only a few extra steps.
Managing Users
In each Department you have the capability of adding users and setting what features that user has access to within the department.
Navigate to the Users page, following the instructions based on your Account View.
Expand the Account drop down in the left navigation and select Users.
At the top of the left navigation, expand the menu under the username indicating the current Department and switch to the All Department. Then expand the Account drop down in the left navigation and select Users to see all users across Departments.
Please note that the Department menu above Profile in the left navigation also has navigation to a Users page that is dedicated to the users of the current Department.
Click Team in the left navigation.
- Navigate to the Users page, following the instructions above that pertain to Departments based on your Account View.
- In the upper right corner, select Add Users.
- Complete the New User Info form and select Add in the lower right corner to confirm.
- Use the instructions from step 1 of New Users to Open Seats to navigate to the Users page in the All department based on your Account View.
- Select the name of the user that needs to be in a new or additional department.
- In the Actions section, select Edit Departments.
- Check the box by the department the user will be added to, uncheck any departments they no longer need access to, and select the proper Department Role from the Role drop downs.
- Save.
- Use the instructions from step 1 of New Users to Open Seats to navigate to the Account drop down in the All department based on your Account View.
- Expand the Account drop down and select Departments.
- Select the name of an existing department.
- Select Manage Members.
- Check the box by the name of the user you wish to add to the department and assign them a Department Role from the drop down.
- Save.
If a user needs Account level permissions as opposed to only department level permissions.
- Use the instructions from step 1 of New Users to Open Seats to navigate to the Users page in the All department based on your Account View.
- Select the name of the user that needs to be in a new or additional department.
- In the Profile Information section, select Edit in the top right corner of the section.
- Scroll to Account Role, expand the drop down, and select their new role.
- Save.
If a user needs to be assigned additional forms or they need access to another Group.
- Use the instructions from step 1 of New Users to Open Seats to navigate to the Users page in the All department based on your Account View.
- Select the name of the user that needs additional forms or access to another group.
- In the Actions section, select Form Assignments.
- Check the boxes next to the Groups and Forms the user needs access to. If the form is in a folder, simple select the folder to expand the list of forms in that folder.
- Save.
To remove a user from a Department, follow the instructions for Adding Users: Existing Users to Existing Departments or Edit Users: Edit Department Role.
To disable the user from the account entirely, select the Disable icon in line with their name, either in the All department or a department of which they are a member. Use the instructions from step 1 of New Users to Open Seats to navigate to the Users page based on your Account View.
Managing Groups
Using Groups, you can assign a set of forms to a smaller group of people within a Department. It is also easy to edit which users and forms are assigned to a group.
A group can only be added to the specific department it needs to be under from within that department.
- If you are not currently in the correct department, expand the Department drop down at the top of the Left Navigation and select the Department where both the form and the user are located.
- Use the instructions from step 1 of New Users to Open Seats to navigate to the Groups page from within the correct Department, not the All department.
- Select Create Group in the upper right corner.
Enter a name and description for the group.
- Save.
Users and forms assigned to a group must be managed from within the specific department the group is under.
- If you are not currently in the correct department, expand the Department drop down at the top of the Left Navigation and select the Department where both the form and the user are located.
- Use the instructions from step 1 of New Users to Open Seats to navigate to the Groups page from within the correct Department, not the All department.
- Select the name of the group you wish to change.
- Either select Manage Members or Manage Forms depending on which you wish to change.
- Check the Members you wish to add to the group.
Or the Forms you wish to add to the group.
- Save.
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