You can use InterAction Administrator to add and edit user groups. You can also add existing InterAction users to existing InterAction groups through Application Collaboration.
If you are maintaining groups in Active Directory that need to be added to InterAction, see Active Directory Integration.
For more information, see the following:
- Adding and Maintaining User Group Members through an External System
- Create a Group
- Edit a Group
- Inactivate (Remove) a Group
- Review History of Changes Made to Groups
Adding and Maintaining User Group Members through an External System
As an alternative to manually adding and maintaining the members of user groups in InterAction, you can use Application Collaboration to update the members of user groups by getting this information from another system.
You can only use Application Collaboration to add existing InterAction users to existing InterAction groups or remove existing InterAction users from existing InterAction groups. (You cannot actually create new users or new groups using Application Collaboration.)
For more information on this feature, see the Loading Data into InterAction guide.
If you are an Active Directory user, see Active Directory Integration for information on adding group members via Active Directory.
Create a Group
- From the main window entity list, double-click User Account and Group Configuration. Then choose Groups to open the Manage Group dialog box.
- Choose New to open the New Group dialog box.
- Enter a name for the group in the Name field.
- Enter an E-Mail address for the group.
- Select the Prevent users from viewing... check box to inactivate the group.
- To add users to your group, choose Add to access the Select Users dialog box.
- Mark the users you wish to add to the new group and choose OK.
- Choose OK to save the new group and close the New Group dialog box.
How Do I View a List of Groups that a Particular User Account Belongs to?
To quickly determine what groups a user belongs to, double-click on the user account from the Manage User dialog box. Then choose the Groups tab. The user belongs to all groups that are selected.
To add a user to a group, select the check box for the group.
To remove the user from a group, clear the check box. To remove the user from all groups, choose Clear All from the Groups tab.
Edit a Group
- From the main window entity list, double-click User Account and Group Configuration. Then choose Groups to open the Manage Group dialog box.
- Select your group and choose Edit to open the Edit Group dialog box.
- Change the Name, E-Mail, and inactive fields as needed.
- Add or remove users as needed.
- Choose OK.
- Choose Close to close the Manage Group dialog box.
Removing Unneeded Groups
To maintain the relational integrity of the database, you cannot delete a group. You can, however, change the status of a group to inactive. Existing access rights for which the group is an accessor remain valid, but no additional rights can be assigned to the group.
Therefore, to completely “neutralize” a group so that the members can no longer access folders, set it to inactive and remove all of the members from the group.
Unauthorized users may retain access to folders if you fail to fully “neutralize” an inactive group.
Inactivate (Remove) a Group
Inactive groups cannot be assigned new access rights or permissions. However, existing access rights and permissions assigned to the group remain valid! Be sure to remove all group members to take away this access!
- From the main window entity list, double-click User Account and Group Configuration. Then choose User Accounts to open the Manage User dialog box.
- Choose Filter and filter based on the group you wish to inactivate and choose OK.
- Mark all of the users shown for that group.
- From the Action drop-down list, select Remove from this group and choose Apply. This completely removes all the members from the group so that the members can no longer access folders associated with the group.
- Choose Close to close the Manage User dialog box.
- Choose Groups.
- Select your group and choose Edit to open the Edit Group dialog box.
- Select the Prevent users from viewing... check box to inactivate the group and choose OK.
- Choose Close to close the Manage Group dialog box.
Review History of Changes Made to Groups
The Change History - (Group) dialog box is accessible from the Manage Groups dialog box. This dialog box lets you review changes made to InterAction groups. Included in this dialog box are changes made as a result of Active Directory Sync. See Active Directory Integration for more information on Active Directory.
There is also a Change History dialog box that is accessible from the User Account and Group Configuration dialog box. This shows both user and group changes.
This dialog box provides the following information:
- Type - Displays what was added, changed, or removed.
- Action - Specifies one of three values: Added, Changed, or Removed.
- Changed From - Displays the previous value.
- Changed To - Displays the new value.
- Changed By - Displays the user who changed the group value.
- Date - Displays the date and time that the change occurred.