netexCloud (admin) - user groups

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From the "Groups" tab, we access to the list of groups in Netex Cloud and perform multiple actions.

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Create Groups

We can create a new group by clicking on "New group".

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We will complete the group data and the group roles for each platform included in Netex Cloud:

Is an organization: (Multi-organization customer only) Enables the group to be considered as an organization on the client.

Name: The name of the group.

Description: Descriptive text of the group.

External ID: The unique identifier of the group.

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Roles: Members of this group, as well as their subgroups, will receive these roles.

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Navigate the group tree

Once you have different groups and subgroups created, you can explore them by navigating the group tree quickly and comfortably.

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Group search

If we have numerous groups and subgroups created, we can use the search box to find them easily. To do this, we only have to enter in the search box the name of the group or subgroup that we want to locate. The groups listed are those that contain the words indicated in your name or description.

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Users associated with a group

If you want to check which users are associated with a group, you only have to access the group in question through the group navigation tree or the group search, and after selecting it, you can view the members that make up it:

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Also from the groups/subgroups view there is a field in the table that indicates the total number of users that exist in that group/subgroup.

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This value indicates the total number of users in that group, including those in the subgroup. However, if a user is included in both the parent group and the child group, it will only be counted once.

For example:

Group -> 3 users
Users in groups
Group (parent) -> User1
Child group -> User1, User2
Child group2 -> User3,User1
So the parent group will have 3 users, even though User1 is in several groups.

Add users to a groups

You can add or exclude users from a group through the interface menu or by importing a CSV file.

To add a new user from the interface, simply select the group, go to the "Users" tab and press "Add Users":

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Remove users from a group

To exclude users from a group through the interface menu, just use the navigation tree to access the group, select the users you want to remove and click on "Exclude":

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Searches for users associated with a group

If we want to locate a user within a group, we just need to access the group and use the search text box:

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We can also perform advanced searches by first and last name, username, email, filter by active users or by assigned roles. To do this, simply click on the "Filters" option to the right of the search box:

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Group detail information

To access the group detail information, simply select the group from the navigation tree and click on the "Details" tab:

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Create Subgroup

To create a subgroup, access the group from the navigation tree and go to the "Subgroups" tab.

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Customize the Look & Feel for group members

To customize the Look & Feel  of netexCloud for members of a group or subgroup, go to the "Change Appearance" tab:

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From the change of appearance menu, you can change the logos, the background image, the colors of the texts or add a custom home page that will be displayed only for the members that you have added to this group or subgroup, and their descendants.

Note that if a user belongs to one group and one subgroup at a time, its appearance will be determined by the appearance settings of the subgroup with the highest depth level. If you have not configured any custom appearances in the subgroup, you inherit it from the parent group.

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Rules to automatically assign user to groups

You can configure user groups in netexCloud to automatically add users who meet certain conditions. To do this, go to the "Assignment Rules" tab.

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On the next screen, configure the conditions that the user must meet to be added to the group, for example, that the Department field is "Accounting", that its Location is "Oleiros" or "Madrid", etc.

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-Remember- For the rule to be true, the field in the user must have a value.

Ex: If we create a rule like "Field" is not equal to "Value", if the field in the user is empty, this rule will not be processed for this user.

From now on, when a user is created or updated, by the multiple channels available (form, CSV, Web Service, LDAP synchronization, "just-in-time" update by SAML), if the user meets the conditions you have indicated, it will automatically be added to this group.

You can ask the platform to add users who are already registered and who meet the conditions to the group. You can do this by clicking on the "Run Rules" button.

Delete a group

To delete an already created group, access the group from the navigation tree, display the group options menu, and choose the "Delete Group" option.

You must confirm the permanent deletion of the group:

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When you delete a group, the subgroups will be also deleted. Besides this, the group members will no longer have the roles and the customized "Look & Feel" associated with the group.

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