User Access by Opening Group
This Phoenix Connect feature is very useful for:
- Companies with contractors that write Site Plans - you can allow contractor access to certain openings.
- Companies that manage data for multiple clients - you can give clients access to their own openings.
What the user will be able to do:
User logged in with Group Assignments
- Only have access to the openings assigned to the assigned group
- Group assignment is displayed beside the Opening Filter button
- Opening Filter will respect the Opening Group assignment
- Add/Edit Openings - only the groups assigned to the user are available to choose from
User logged in without Group Assignments
- Have access to all openings
- Opening Filter will consider all openings
- Add/Edit Openings - all groups in Opening Groups lookup are available to choose from
*Users with Group Assignments will NOT have access to FTA-CP Submissions
How to set this up:
Scenario: An outside contractor needs access to a group of openings to create or manage Site Plans for a company. Note: Company Administrator permissions are required to set this up.
Step 1 - Add Opening Group Lookup Codes
- Select Data Entry Tools - Lookups
- Search for Opening Groups lookup
- Add a new lookup code, such as contractor name, company, or project name that will be assigned to the User and Openings.
- Click Submit
Step 2 - Assign Group Access to User
- Select Home - Company Administration
- Add/Edit User
- Assign the appropriate group added in Step 1 to the Group Access column
- Click Submit
Step 3 - Assign Group to Openings (this step can be done by any user with Full Access)
- Select Opening - Details page
- Look for the Opening Group - User Access field (Under Photos field)
- Select the Group added in Step 1
- Click Submit
Note: If the outside contractor is creating the openings, they need to assign their group when they Add the Openings. (list will be limited to the Group(s) they have access to)
Step 4 - Project Completion - how to remove access
Option A = By Opening (this can be done by any user with full access):
- Go to Opening - Details page
- Remove the Opening Group (select blank at top of available list).
- Click Submit.
User will no longer have access to that Opening.
Option B = By Group (this can only be done by a Company Administrator):
- Go to Company Administration
- Edit the User
- Remove group code(s) from Group Access column
- Click Submit.
User will no longer have access to any Openings with that Group code.
Option C = By User (this can only be done by Company Administrator):
- Go to Company Administration
- Archive the User (orange button on user grid)
- Click Submit.
User will no longer have access to Phoenix Connect.