Run 8 → Add Groups, Roles, & Users

Introduction

Now that you have some basic Resources created in your Test Track sandbox, it's time to:

  • Create a Group
  • Add Users to that Group
  • Create a simple Role so assigned Users can create DMs to Chat back and forth

Try it!

→ in SwitchBase Web

Key Reading

Examine your Role at the Test Track

Roles give permission to assigned Users to create Resources → like the Dashboards and Forms you created back in Run Lesson 7.

  1. Open the Roles page

  2. Click Edit on your Role description → ex. Admin

  3. Notice that most (if not all) of the Privileges have been switched on

    • You’re looking at VIP-level access → reserved for super Admins like you!

Add a Basic Role to Enable Chat (DMs)

Create a very limited Role to give assigned Users the ability to create DMs on their own.

To create a new limited or 'Basic' Role:

  1. Click Roles → and then press + Create Role

  2. Name the Role → ex. Basic Chat Privileges

  3. Switch on the DM setting only

  4. Select ✓ Save Changes

  5. Click Roles again to view your new Basic Role in the Roles page

Key Reading for Admins

  • To preserve security, each Group of Users is given a controlled access level (aka. Permission) based on their needs
  • Unravel permissions by reviewing → Five General Permission Levels in the Groups, User & Resources article (1 min)

Create & Share a Guest Services Group

  1. Click Groups followed by + Create Group

  2. Name the group Guest Services

  3. Add a Description → ex For use by the Test Track Guest Services Team

  4. Click Create Group

Share Resources with Guest Services

To share the Resources you created in Run Lesson 7 with the new Guest Services Group:

Start with Dashboards

  1. Click Org Resources and open the Dashboards section

  2. Click Issues Resource

  3. Add the Guest Services Group from the menu

  4. Set permission to Viewer

    • Do you see the Missing access to Issue warning? It's telling you that this Dashboard uses Records from the Issue Form to populate its Widgets. Don't worry just yet. We'll add the Issues Form to the Guest Services Group in Step 7.

  5. Click Save Changes

  6. Repeat steps 3 to 5 for the Items Found and Items Missing Dashboards

Next, Share your Forms!

  1. Share your four Forms with the Guest Services Group

  2. Set the Access Permission for the Guest Services group to Data Contributor on each Form

    • The Data Contributor permission allows Guest Services Team Members to open forms and generate Records (by clicking the + Orange icon)

  1. Save the Changes made to each Form

Key Reading for Admins

Review → 7. Invite New Users in the Users & Roles article (1 min)

Add/Invite Four New Users

  • Click Users from the Admin menu → and click Invite User

  1. In the Invite User box →

    • A. Enter the new User's Email address → ex. tango.scrappy.team@gmail.com
    • B. Provide a Display Name → ex. Tango
    • C. Optional: Check a Role for Tango giving → ex. Basic DM Privileges **
    • D. Add a Group → ex. Guest Services
    • E. Leave 'Send notification email' checked to send an email invite →
      • Uncheck to avoid sending the email
    • F. Click Invite User

  2. Invite a second User →

    • A. Email: sierra.scrappy.team@gmail.com
    • B. Display Name: Sierra
    • C. Role: Basic DM Privileges
    • D. Group: Guest Services
    • E. Leave Send notification email checked
    • F. Click Invite user

  3. Invite the third User →

    • A. Email: delta.scrappy.team@gmail.com
    • B. Display Name: Delta
    • C. Role: None
    • D. Group: Guest Services
    • E. Leave Send notification email checked
    • F. Click Invite user

  4. Invite a fourth User →

    • A. Email: ward.scrappy.team@gmail.com
    • B. Display Name: Ward
    • C. Role: None
    • D. Group: Guest Services
    • E. Leave Send notification email checked
    • F. Click Invite user

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Run 8 → Add Groups, Roles, & Users