A first step in defining your processes and customizing the system is to consider When you begin to add customization to the out-of-the-box system, it's wise to think about the different types of users who will be using the application and the access they will need.Users in Agiloft belong simultaneously to both groups and teams. A user can belong to multiple groups and receive the superset of those groups' permissions, and to a primary team with additional teams. A user's access to the system – the tables, tabs, records, and fields they see, as well as records they can create or edit and menu actions they can perform - depends on group memberships. It is possible to create as many groups as you need, but from a maintenance perspective it is preferable that will use your system, and how their roles might impact the amount of data that is available to them in the system. It's always a best practice to only give users access to data or features that they actually need to use. Giving a user access to anything additional can complicate their workflow or potentially cause conflicts. In order to regulate this, Agiloft users belong to Groups and Teams, and are given specific Roles.
- Group settings affect the level of access to tables, records, and fields. Users in multiple groups receive the superset of those groups' access settings. For easier system maintenance, it's recommend to keep the number of groups relatively small.
A user's primary team determines what look and feel scheme they see – so customers on different teams can see differently branded interfaces 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.
- Team settings affect other parts of the End User Interface such as the color scheme, available views, and the default home page. Teams also define collections of users, and can be used as an email recipient to send emails to every member of the team. Users can join multiple teams, but must always have a Primary Team.
- Role settings affect which Groups and Teams users have permission to join. They also flag whether or not the Employee uses an assigned license.
For more information on these concepts, visit their respective pagesThe next sections describes the different sets of users and the default breakdown of users into groups and teams.