Other groups & Security
People can also be allocated to other groups which you may have setup through the import facility - this is especially useful when a large number of groups have been setup - the following fields can be used;
- Group ID
- 'Group name' can also be used if you don't know the group ID number
- Permissions profile
- Set to the name of the permissions profile you would like to set
- Permissions
- This can currently set 'admin' permissions by specifying 'admin' in the column, or remove all permissions by specifying 'none' in this column.
- Visible
- This should be set to either 'Yes' or 'No', to specify if a person should be shown (visible) when listing people in the group, or if they are part of the group only for administrative reasons
- Cascade
- This should be set to either 'Yes' or 'No' to specify if a person should have access to all groups beneath the one they are being added to.
- Administrator
- This should be set to either 'Yes' or 'No' to specify if a person should be an administrator of the group.
- Send random password
- This emails a new password to anyone with 'Yes' in this field and also sets their account status to 'Active'.
An example would be:
| First name | Last name | Group | Visible | Cascade | Permissions | Administrator | |
|---|---|---|---|---|---|---|---|
| James | Smith | my-email@me.com | East Melbourne | Yes | No | Admin | |
| James | Smith | my-email@me.com | West Melbourne | No | Yes |
Multiple entries for the same person can exist in your file - they will continue to update the same person found.
Permissions
Permissions can be set in bulk by specifying one or more of the following columns;
The following should in entered in the table for one of the above columns;
- View
- This sets the permission to 'View'
- View all
- This sets the permission to 'View all'
- Modify
- This sets the permission to 'Modify'
Note - for permissions such as 'Events' and 'People' where there are multiple types, the permissions will be set to be the same across all types (eg. If you have 'Staff meetings' and 'Community events' as event types, the permissions for both of these will be set to 'Modify' if 'Modify' is set for that person & group.
For example;
| First name | Last name | Group | Event permissions | People permissions | Resource permissions | |
|---|---|---|---|---|---|---|
| John | Smith | john@mycompany.com | Head Office | View | None | |
| Jane | Rodgers | jane@myemail.com | Northern Suburbs | View All | Modify | Modify |
| Jane | Rodgers | jane@myemail.com | Southern Suburbs | Modify |
Additional Groups
People can be added to one or more groups at once by specifying 'Additional Group', or 'Additional Group ID'. The column can be listed multiple times if needed - eg;
| First Name | Last Name | Additional Group | Additional Group |
|---|---|---|---|
| John | Smith | Western Region | Northern Region |
| Mary | Jones | Northern Region |
The person importing data needs to have access to add people to the groups specified in the file being imported. Any groups present in the file which the user doesn't have access to will be ignored.