User groups

A user group is a set of users that are grouped by a name. Setting up user groups simplifies the process of aligning users, organizational structures and roles. This module allows the setup of this record-level security and lets users access some entity records, but not others. In order to limit users from changing their own user group settings and to circumvent the manipulation of other user groups, the system administrator needs to set the entity-level access in Roles (i.e, Create and Update rights should be taken away for the users they wish to restrict). For more Security measures, see our overview here.

Antavo’s user groups can be nested inside other groups (in a parent-child relationship), allowing them to mirror the company’s hierarchy, for example, showing the Global group that includes the groups Europe users and APAC users.

Multiple user groups can be added to each user in case a single person participates in different hierarchical structures.

Find the configuration interface of the module by clicking the Settings icon in the main sidebar, and navigating to the Groups tab. The page will open to a list of user groups that have already been set up with the following information:

• Name of the user group
  A text label, immediately below the name, specifies if the group is ‘active’ or ‘inactive’

• Parent group

• External identifier

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Configuring user groups

Create a new user group

• Click the ‘Create’ menu item on the left-hand side

• Use the ‘Parent’ field to add the name of the group from which this user group inherits permissions
  In the example below, the newly configured Central Europe group inherits the Europe group’s permissions.

• Add the human-readable name of the user group

• Add the unique external identifier which will appear from a system outside of Antavo

• Click ‘Save’

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After saved for the first time, the status of the group is ‘draft’, which means the group cannot be assigned to users and appears only in the list of groups on the User groups module configuration page.

You can activate the new user group right away using the ‘Set active’ button on the upper right-hand side of the setup page and confirm the activation in the dialog that subsequently appears.
After activating, entity objects can be added to these groups in batches by mapping and by adding them to the groups individually through the Personal information tab of the Customer insights menu.
After assigning the customer to the proper user group, the name and external ID property of the group will be displayed on the Customer overview page.

Settings

Entities

The user group feature has been designed to integrate seamlessly with various Antavo functionalities. In the ‘Entities’ field, you can add the entities that you would like to work with based on user group permissions. The individual items of these entities will be available for users based on the user group settings of the items.

The supported entities are as follows:

• Users added under Settings → Users

• Challenges added under Challenges

• Customers under Customer insights

• Transactions stored under Transactions

• Segments created under Segments

• Webhook logs

• Tiers added under Tiers

• Approval items added under Content approvals

• Workflows added under Workflows

• Products added under Product catalog

• Coupon pools added under Coupons

• Coupons uploaded in Coupons and/or assigned to customers by Reward and Offer redeem events

• Reward categories added under Rewards

• Customer reward claims registered through Reward events

• Stores added under Store management

• Gamified profiling flows added under Gamified profiling

• Customer passes assigned to specific customers and stored under the Customer profile

• Pass templates created under Wallet

• Prize Wheels added under Prize wheels

• Accounts created in Multi-accounts

• Customer mapping
  After configuring mapping rules, customers will be assigned to the given user group automatically.

If user group restrictions are enabled for an entity on the User groups → Settings page, a new column appears on the corresponding listing page with the title 'User groups'. This displays to which user groups the objects are accessible.

Default user group

The user group you select will be automatically associated with all users who have been added with an empty ‘Group’ field setting.

Fieldset

Using the ‘Fieldset’ field, you can define the name of the section on the entity editor page where the user group restriction is configurable.

Managing user groups

Edit a user group

• Go to the Groups tab of the Settings page

• Click the ‘Edit’ button of the group that you want to edit

• Edit the user group

• Update settings by clicking ‘Save’

Deactivate an account

If you want to stop using an account, you can deactivate it anytime:

• Go to the Groups tab of the Settings page

• Click the ‘Edit’ button of the group that you want to deactivate

• Click on the ‘Set inactive’ button on the upper right-hand side of the page

• Confirm your choice in the dialog that appears

Archive an account

You have the option to delete an inactive user group from the Backoffice by archiving it.

• Go to the Groups tab of the Settings page

• Click on the inactive group you want to archive

• Click on the ‘Archive’ button on the upper right-hand side of the page

• Confirm your choice in the dialog that appears

Archiving is irreversible. Once an account is archived, it cannot be restored anymore.

Using user groups as customer filters

In case the Customer entity has been added in the User group settings, you can use it as a customer filter in workflows through Customer attribute filters and in segments as well.
To add customers with a specific user group associated, use the following parameter:
'Attribute': relations ‘Operator’: in group/not in group 'Value': {ID of the group}

Imports and exports related to user groups

Add user group restrictions to entities

Using the Imports module, the user group ID field can be imported for the following entities:

• Products

• Coupon pools

• Stores

• Rewards

Create and update user groups

Using the Imports module, you can create new and update existing user groups. Please note, that including the External ID field values in the import file is mandatory.
The system identifies the existing user groups by the External ID attribute. If you’d like to update a group through the import, make sure you include the matching value in the import file.

After clicking ‘Upload’, the Import settings page will offer you Module options - to update an existing user group, select the ‘Update’ option.

Export user groups restriction information of entities

Using the Exports module, the assigned user group is exportable for the following entities:

• Customers

• Content Approvals

• Coupons

• Coupon pools

• Stores

• Rewards