Document Groups

System Location: Settings > System > Document Groups

Users must have security access to User Maintenance in order to access Document Groups.

Document Groups work in conjunction with the Repository Manager to group users together for the purpose of providing access to external files they may need to associate with records created in JobBOSS2 such as parts, quotes, and orders. The system comes with two permanent groups already provided:

  • Administrators: This group is designed for system admins and would typically have full security rights to all groups created, but would not have to.
    • The Supervisor user is automatically a member of this group
    • Other users must be manually added to this group
  • Users: This group is the default group that all users belong to and is intended to provide easy access to files that any user is allowed to have access to.
    • All users are automatically added to this group
    • Users cannot be removed from the group
      • Deleting a user removes them from this group

Neither the Administrators nor Users Group can be deleted.

In instances where there are files that some users should be able to access but not others, additional Document Groups can be created and security access granted to folders in the Repository Manager accordingly. Since they cannot be removed from the default Users Document Group, the system allows users to belong to multiple groups. When that is the case, the user gets the "highest level" of security rights from any group they belong to, regardless of what restrictions any other group they are in may have.

The default Users Document Group should not have full (if any) security rights to folders in the Repository Manager that contain files that need to have access restricted to certain users.

For additional information regarding the Repository Manager and its use, please see the following Help Topics:

ClosedRecord Header - Document Group

The Record Header located at the top of the page indicates which specific record has been selected and for what purpose (new, edit, quick view), provides access to shortcuts to the various Sections of the record (located in the Anchor Bar), and displays record specific Action Buttons (discussed below.)

For more information see User Interface.

Document Group Header

Action Buttons
Save (button)

This button is used to close the record and save any changes that have been made while it was open. In addition, the dropdown button allows you to Save and:

  • Close - close the open record.
  • New - open a new blank record.
  • Print - print any of the reports related to the open record.
Cancel (button)

This button is used to close the record without saving any changes that may have been made while it was open. If this button is used after a change has been made to the record, the system prompts to verify whether the record should be closed without saving the changes.

Answering "Yes" to the prompt closes the record without saving the changes.

Answering "No" to the prompt leaves the record open.

ClosedGeneral Section

General Section

An asterisk [*] indicates a required field.

*Group Name

This value Identifies the group that users will be assigned to.

  • Must be unique
  • Can be up to 100 alphanumeric characters
  • Must contain at least one non-numeric character

Description

This text field provides additional information about the group to help identify which users should be members.

 

Group Members Grid - Action Buttons

Add (button)

This is used to add a new entry to the grid.

Remove (button)

This button is used to remove the selected entry from the grid.

Group Members Grid - Fields

UserID

This is the "short name" associated with the users selected to be members of the group.

User Name

This is the "long name" associated with the users selected to be members of the group.