Record a User Group

Each agency (PCSA, PCPA, and PNA) identifies a number of user groups, which categorize types of workers according to the work they do in the system. Each user group contains one or more user security profiles. A profile defines access rights to specific functions in the system, thereby controlling what a worker is able to do in the system.

Both State and agency security administrators can maintain user groups:

• A State security administrator can create and maintain user groups for State and agency use. A user group designated as "State Exclusive" cannot be copied by an agency security administrator.

• An agency security administrator can create and maintain user groups for the agency's own use. An agency security administrator can copy a State-defined user group and modify it for its own use. However, the system overwrites any existing agency-level user group with the same name.

• An agency security administrator at a private agency can create and maintain user groups that contain the security profiles the private agency has rights to, in accordance with the agency's license.

Record an agency's user groups as follows:

1. Click the Administration tab at the top of the screen. The Staff screen appears.

2. Click the Security tab.

3. Click the User Groups link in the menu on the left. The User Groups Search screen appears.

4. Select State-Defined or Agency-Defined in the Type field.

5. Click Search. The screen lists the State-defined or agency-defined user groups.

6. Open the user group record: Click the Edit link for the user group you want to update, click the Copy link to create a new user group based on an existing group, or click Add User Group for a new user group not based on an existing one.
   
   The User Group Details screen appears. For an existing user group, the screen displays all security profiles associated with the user group. (Press the End key on your keyboard to reach the bottom of a lengthy list.)

7. Complete or update these fields:
   
   Type
   Name
   Description

8. Click Add Profile to associate a new security profile with this user group. A user group must be associated with at least one profile.

   1. Select a category in the Category field, then click Filter to limit the display to relevant security profiles.

   2. Select the check box next to each security profile you want to add to this user group.

   3. Click OK. You are returned to the User Group Details screen. The profiles you added appear in the Profiles area.

9. To remove a security profile from the user group, click the Delete link.

10. Click Save. You are returned to the User Groups Search screen.