When you begin to customize the system, think about the different types of users and how their role affects the access they need.
Agiloft users belong to teams and groups. Groups set the level of access to tables, records, and fields. Team settings affect other parts of the interface such as the color scheme, available views, and the default home page. Teams also define working groups of users and can receive emails that go to every member of the team.
Users in multiple groups receive the superset of those groups' access settings. Users can also belong to multiple teams, but must always have a Primary Team to set important defaults. For easier maintenance, we recommend keeping the number of groups relatively small.
Teams and Groups can be added or removed in the Employee table by Roles. This allows users to add only Groups and Teams that they have permission to add. Roles also flag whether or not the Employee uses an assigned license.
The next section describes the default groups
A first step in defining your processes and customizing the system is to consider the different sets of users who will be using the application and what kinds of access they will need.
Users in Agiloft belong simultaneously to both groups and teams. A user can belong to multiple groups (receiving the superset of those groups' permissions) and to a primary team with additional teams. A user's access to the system – the tables and tabs he sees, the records he sees, the fields he sees, the records he can create and edit, and the menu actions he can perform - depends on group memberships. While you can create as many groups as you need, it is preferable from a maintenance perspective to keep the number of groups small.
A user's primary team determines what look and feel scheme she sees – so you can have customers on different teams actually seeing a differently branded interface with different logos and colors. Staff Teams are generally used to define functional groups to whom tickets will be assigned and emails sent.
In brief, groups determine the content of what members see. End user teams determine look and feel, while staff teams also define working units.
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