User groups are used to partition user records. With user groups, authorized user names do not have to be unique system-wide but instead unique within a given user group. Assign users to a user group in their authorized user records. You can also set a user group at the company level.
Create a system user group
Create a system user group
- In the Navigation pane, highlight the Activity System > Administration > Authorized Users > User Groups folder.
- Click
. The New User Group window opens.
- Enter the user group's Name.
- Enter a Description of the user group.
- In the User License Limit field, enter the number of user licenses to allot to the user group. For example, if the limit is set to ten licenses, no more than ten users from the user group can connect to Activity System at the same time. If the number of licenses at your site is limited, consider restricting non-essential users to a group with a limited number of user licenses so that sufficient licenses are always available to your key ActivityHD users.
- Save the new user group record.
User Group Record ID
User Group tab
Authorized Users tab
The Authorized Users pane shows the Authorized Users HD view filtered to show the authorized users in the selected user group.
Double-click a row in the pane to drill down to its record in the Authorized User window.
Companies tab
The Companies pane shows the Companies HD view filtered to show the companies in the selected user group.
Double-click a row in the pane to drill down to its record in the Company window.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Attachments tab
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Other tab
User groups security
Common accesses available on user groups
| Access | A user with this access can... |
|---|---|
| Change | Use the mass change action on user groups. |
| Change Logs | |
| Custom Fields | Create and edit custom fields for user groups. |
| Data | Have read-only access to user groups from anywhere in the software (e.g., field validations, filters, date expressions). |
| Delete | Delete user groups. |
| Edit | Edit user group records. |
| Export | Export user group records from ActivityHD. |
| Import | Import user group records to ActivityHD. |
| New | Create new user group records. |
| Read | Have read-only access to user group records. |
| Report | Run reports with user group information. |
| Report Designs | Create and edit report designs with user group information. This access enables the Report Designs button on the Output tab of report dialogs. |
| Shared Answers | Create and edit saved answers related to user groups. |
| Shared Filters | Create and edit shared filters on user groups. |
| Visible | View the User Groups folder in the Navigation pane. |
Report Email dialog
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
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