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
    • Share the Resources you created in Run 7 with a Group of new Users
    • Share all of your Resources with Karl (karl@switchbase.com) too
  • Create a simple Role so assigned Users can create DMs to Chat back and forth

→ in SwitchBase Web

1. Read About → Inviting Users

2. Try It → Examine your Role at the Test Track

Roles give permission to create and alter Resources → like the Dashboards and Forms you created back in Run Lesson 7. Let's face it, not everyone should have that authority!

  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!
    • These are not powers you want to give every member of your team!

Add a Basic Role to Enable Chat (DMs)

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

  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

3. Read About → Permission Levels

  • 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)

4. Try It → Create & Share a Guest Services Group

Groups give team members access to the Resources they need to use. Groups are a convenient way to share Forms, Dashboards & Chats with large teams of people, rather than painstakingly sharing with each one individually.

  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 the Guest Services Group

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

5. Don't Forget to Share with Karl!

  • To be reviewed for Certification, we need to see your Test Track Organization

    • Please Share all of your Resources with Karl (karl@switchbase.com)

    • This is an example where you will share Resources with an individual User outside of a defined Group

    • Consult the helpful Share Resources Index in the Help Center if needed

  • Please elevate Karl to an Access Manager or Data Contributor for your various Resources

  • And add Karl to any Group Channels and Chats that you set up

    • Thanks in advance!

6. Read About → Inviting New Users

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

7. Try It → Add/Invite Four New Users & Add them to the Guest Services Group

  • 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

Run 8 → Add Groups, Roles, & Users