br: en wp: en isocode: us real: post: 6715
27Dec, 2017
0Comments

Group of users and Group leader

Create an organisation chart, organize your users by location, etc. in your Kizeo Forms account and add a Group leader

Comprendre groupes d'utilisateurs et chefs de groupe.

 

Let’s take an example, a director wants to deploy Kizeo forms on several locations. To save time and facilitate the management of forms,  she decides that a group = a location.
For organisation purposes only one Kizeo Forms account is created and she will be the administrator of the account.
The account will include a dozen users to begin, divided into two groups and subgroup. Each group corresponds to a site.

Step 1. Creation of a group.
  • First, start with creating your users by going into the My users tab (on the left side of your screen), and then select My users tab:

Manage and create users

  • Create your group by going to Back Office ->My Users-> Group of users.
  • Click on Add a group of users.

Add a group of users

  • Once the changes are made, click on Confirm.

Create a new group of user

Note: The Parent group is the group belonging to a group of users. This enables it to define its place in the hierarchy. The Business account is the highest in the hierarchy.

Creation of “sub-group”.

You can now begin your account tree, by creating the ‘sub-groups’ that will be attached to the different main groups:

Click on Add a user group and choose the parent group that belongs to this group.

Choose your parent group

Repeat the operation as many times as necessary to have an organized hierarchy:

Hierarchy group

Note: You have the ability to deploy, or to close, the tree by clicking on the “+” or ““, thus allowing you to display the tree of a particular group. Also, you can deploy all or close all using the buttons at the top of the screen.

  • Click on the “Manage” button and go to the Summary tab to assign the users who will compose the group by checking them.

Manage

Summary User

  • Click on the “Manage” button and go to the Summary tab to assign the users who will compose the group by checking them.

Add users to group

Step 2. User and Group Leader.

First of all, you need to create users in the Configuration menu -> User tab -> Add a user.

  • Complete all the available fields.

Create a new user forms

After you created this user, you can modify his status and rights by clicking the pen icon:

Modifying users forms

Repeat this operation as many times as necessary for users.

The Group Leader.

In Kizeo Forms, there are different levels of users. You already know:

  • User: Enter data on the Kizeo Forms application.
  • Administrator: Manages the overall Kizeo Forms account.

And finally the Group leader

  • A kind of intermediate administrator with more rights than the user, but less than the administrator. Attached to a main group. Thus, group leaders can create or change forms, users, group leaders and groups of users and recover data for their group.
  • A group leader can create or change users, groups (if given the right) and forms. However, access will be more or less limited depending on its creator.
  • A group may have more than one group leader; therefore a group leader may manage several groups.

Important: you can give a restricted access to a group leader by choosing the group and selecting the ‘Read-only‘ option (see details below).

To choose this option, go to My Users tab > Group of users > Select your group > Click on the Manage button > In the Group leaders tab, you will be able to select for each group leader, one of those two options:

  • Read-only: the group leader can see the forms, the data and export it. However, he cannot modify it nor delete it.
  • Right of edition: the group leader can see, modify, delete the forms and the data and export it.

Read-only option group leader

NB: It is impossible to change the level of access to a group if this group is the group leader’s main one.  

How to create a group leader:

It is the administrator who assigns in advance the group leaders.

  • To do this, go to Configuration -> Users.
  • Click Add or Change a user and select Group Leader.
  • Choose whether to give the group leader the option to create users and/or groups.
  • Choose the main group for the group leader by going to the user list and clicking the pen icon. You will then be able to modify the status of the user. For the Group Leader, you can click the scroll bar to select his main group:

 

Assign a main group to your group leader

Note: If you also want your group leader to be able to enter data, then you must check the ‘User’ box.

Moreover, you can define if the Group Leader will be able to create/modify users, forms and/or groups.

  • By clicking this icon usuarios formularios digitales you will allow your group leader to create/modify users.
  • By clicking this icon  you will allow your group leader to create/modify user groups.
  • By clicking this icon formularios digitales kizeo forms you will allow your group leader to create/modify forms.

Step 3: Assign groups for leaders and users

Now that you have created your groups, group leaders as well as your users, you must assign the different users to various groups (Group leaders are automatically attached to their groups during the creation of profiles and linked to the main group, as shown above).

  • To do this, go to ‘Configuration‘ -> ‘User Groups‘.
  • Click on ‘Manage

Assign the group leaders

The North group leader is already configured during the profile creation, as the main group. This group leader will not be able to be removed from this group (unless you change the main group in the group leader’s profile).

The North group leader

You may also add other group leaders, whose main group is not the North group. Here we will choose the “Group_Leader_2_north” by clicking on Add.

add a group leader

The Group_Leader_2_north has been added to the NORTH group, as indicated by the number ‘2’ in parentheses in the image and the fact that it is appears in the box. It should be noted that the ‘NORTH’ group is not the group leader’s main group, as indicated by the “x” encircled. This leader may be removed from this group by clicking on the red icon.

add a group leader

Assign users

This works in the same way as adding users.

  • Click on the ‘Users’ tab and then select the appropriate users
  • Once all desired users are selected, click on the green “Add” button.
  • 3 users have been successfully added, as indicated by the arrow pointing to the (3) in the image, and also the framed list below.

add user

Note: You can also remove users by clicking on the red icon.

The ‘NORTH’ group is now formed. It is composed of 2 group leaders and 3 users as indicated by the “Summary” tab. The checked boxes represent the composition of your ‘NORTH’ group.

summary tab

Note: This summary not only displays the composition of the group, but all of the profiles created on your Enterprise Account (group leaders and users), as indicated by the unchecked boxes.

Therefore, you can also add users or group leaders to this group via this tab by selecting the corresponding check boxes.

Attaching forms to groups (Forms’ rights)

  • Go to ‘Configuration‘ -> ‘Forms‘.
  • Click on ‘Rights‘.

By clicking on ‘Rights‘ for the ‘NORTH Form’, you access the page for assigning rights.
Then you can simply select the group where you want to attach this form, then click on the green “Add” button so that rights automatically configure:

forms' right

Note: The operating mode is the same as for the user groups.

For more information, you may consul our tutorial about the users’ rights.

Step 5: Concept of property:

The forms:

We need to take into account when we create a form: the concept of property.

  • If an administrator creates a form, it belongs to the highest group in the hierarchy: the ‘Business account’, and by extension the administrator(s). This implies that if an administrator creates a form and then reassigns it to a group, the form could not be changed (including by the group leader). However, the group leader could copy it identically in order to be able to make a change.
  • An administrator can create a form, assign it to a group and decide to leave the option to the recipient group leader to change it. Only the administrator can manage this aspect. To do this, he needs to click on the owner button of the form.

In summary, when there is a change of ownership, the form is reassigned to a group and by extension to the leader of this group.

Users:

It is the same as for the creation of users.

  • If an administrator creates a new user for a group of user, this profile may only be changed by him (modifying means being able to manage/change the user name, password, email address … or any items that make up a user profile). The administrator maintains control over the profile of this user.
  • An administrator can change the ownership of the profile and thus make a particular group leader the owner of the user profile, giving access to the profile to be able to complete/change it, etc. To do this, he need to click on the owner button of the user profile.

NB: Administrators are strongly advised to allow group leaders to manage the creation of users and forms, thus avoiding changes of ownership. Unless the administrator wants to keep control of users’ profiles or forms.

To go a little bit further…

Feel free to comment this article!
We would be glad to hear any question, comment or suggestion you may have !

Post a comment

Your email address will not be published. Required fields are marked *