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FocusVision Knowledge Base

Create and Manage User Groups

 

What is a User Group?

A user group is simply a collection of users, analogous to an email group alias. Referencing the group implicitly references all user group members. There are two types of user groups:

  • A regular user group consists of individual users, with a shared permission level across the group.
  • A macro user group may contain both individual users and existing user groups, each with unique permission levels within the group.

You can easily add or remove user groups to projects. Simply select a project (or several projects at once) and add a user group to it. This makes it easy to quickly add teams of people to a project. To remove a team member, just delete them from the user group (if they move to another group or leave company, for example).

Creating a User Group

To create a new user group, click the company name/logo to access your company page.

Select the "User Groups" tab and a list of existing user groups will appear. Click on the "New User Group" link to add a new user group.

Select the type of user group:

Regular User Group

Select the "Regular" group type and enter the following information -

  • Group Name:  Enter a name for the group
  • Users:  Enter the user names for the group members.
  • Default Project Permissions:  Select the default project permission level for the group. The project permissions presets are described in full below.
    • "Custom" permissions allow you to select the access level for each area, if none of the presets match your needs. Click here for a definition of each option.

Enter the required information and click "Create Group."

Macro User Group

Select the "Macro" group type and enter the following information -

  • Macro Group Name:  Enter a name for the group
  • User/User Group:  Enter individual user names or existing user group names to add them to the macro user group.
    • Assign each user or user group a permission level:
      • Default Project Permissions:  Select the default project permission level. The project permissions presets are described in full below.
      • "Custom" permissions allow you to select the access level for each area, if none of the presets match your needs. Click here for a definition of each option.

Enter the required information and click "Create Group."

Project Permissions Presets

See the "Permissions Options" below for descriptions of each access level setting.

  Full Access Edit Access View Only w/Data View Only Vendor
Survey: Build Edit View View View
Reporting: Edit Edit View View None
Data: Edit Download Download None None
Field Report: Edit Edit View View View
Campaign Manager: Build None None None None
Dashboards: Build View View View None
Theme Editor Full Use All Use All Use All None
Admin: Full Full None None None

Permission Options

These options explain the presets outlined above, and may also be used to define custom permission settings.

  • Survey -
    • Build:  Create and edit surveys in the survey builder
    • Edit:  Edit surveys in the survey testing application
    • View:  Test surveys (but without the testing tools)
    • None:  No survey access
  • Reporting / Crosstabs -
    • Edit:  Create and edit reports in Crosstabs
    • View:  Run crosstabs reports and save private banners and table sets
    • None:  No crosstabs access
  • Data -
    • Edit:  Modify data using the "Edit Data" tool
    • Download:  Download data
    • None:  No data access
  • Field Report -
    • Edit:  Edit quotas
    • View:  View all tabs in the field report
    • None:  No field report access
  • Campaign Manager -
    • Build:  Create and manage email campaigns
    • None:  No campaign manager access
  • Research Dashboards -
    • Build:  Create and edit research dashboards
    • View:  View private research dashboards
    • None:  No dashboard access
  • Theme Editor -
    • Full:  View, apply, customize, export and import all survey themes
    • Use All:  View and apply all survey themes (no export, import and theme customization)
    • Use Company: View and apply only company survey themes (no export, import, or theme customization)
    • Use System: View and apply only system survey themes (no export, import, or theme customization)
    • None: No theme editor access
  • Admin -
    • Full:  Add/Remove existing users to projects. Only supervisors can create new users. The permissions granted to others cannot exceed your existing permissions for the project.
    • None:  No adding/removing user permissions

Managing User Groups

User groups are managed from the company page. To access this, select the link to your company page located under the company name/logo.

Adding Member(s)

Tip: These methods apply to regular user groups. Macro groups must be edited in order to add new members, since each member may have a unique permission level.

From the User Groups Tab

Members can be added to regular user groups from the "User Groups" tab in the company page. Check the box for the group you want to add a member to. Then click "Add Members" and enter the user names in the field provided. You may enter as many members as you like. Once ready, click "Add."

From the Users Tab

Alternatively, you can add members to a regular group from the "Users" tab on your company page. To do this, select the user(s) and click "Add to User Group." Then enter the name of the existing user group in the field provided and click "Add Users."

Editing a Group

In the company page, select the "User Groups" tab. Locate the group you want to edit (regular or macro) and click on the group name. In the "Edit User Group" window you may edit the group name, users or project permissions.

If you are making changes to the default project permissions for the group, click here for a detailed explanation of the project permissions presets. If you need further customization, select "Custom" and you can set default project permissions individually for:

  • Survey (Build, Edit, View, None)
  • Reporting/Crosstabs (Edit, View, None)
  • Data (Edit, View, None)
  • Field Report (Edit, View, None)
  • Campaign Manager (Build, None)
  • Research Dashboard (Build, View, None)
  • Theme Editor: (Use Company, Use System)
  • Admin (Full, None)

Once changes are complete, click "Save."

Remove a Group

To remove a user group, select the link to your company page located under the company page/logo. Select the "User Groups" tab and check the box for the group(s) you want to remove. Then click "Remove Groups."

Review the message and group name, then select "Yes, Remove Groups." This action cannot be undone.

Legacy Groups

Legacy groups were automatically created based on the folder system used in the previous version of our portal in order to retain permissions for existing projects. Green sub-directory folders with specific users and permissions were converted to user groups, and projects within now have the user group assigned to it. The yellow public folders became user groups, with permission settings intact. These legacy groups are not editable, however they can be converted into a full group.

Tip: To find a legacy group, search by Tag with the legacy group name. This will result in a list of all projects the legacy group has access to.

Converting a Legacy Group

Once you find the legacy group, in the "User Groups" tab of the company page, hover-over the group name. Select "Convert to a Full Group."

Screen shot 2014-02-26 at 5_56_52 PM.png

The legacy group is split into multiple groups if any users had different permissions. Specify the name of the group(s), which users are included, and edit the permissions. Once the group(s) is defined, select "Convert Group."

Important: Once a legacy group is converted it cannot be undone, however the new group(s) will be editable.

Once complete, the new group(s) is listed under the "User Groups" tab of the company page.

Connecting User Groups to Projects

 

Assign User Groups to Projects

Now that you've created a user group it needs to be assigned to a project. This can be done a couple of ways.

In the Research Hub

In the portal (list, grid or full view), check the box for the project(s) and select the users icon   in the top center of the screen. Select "Add Users to Selected Projects," then enter the user group name(s) and set the permission level for the project. Mouse-over the   icon to review the permission settings. Then click "Apply."

Removing User Groups

To remove user group(s) from projects, select the project(s) and click on the users icon   in the top center of the screen. Select "Remove Users from Selected Projects," then enter the user group name(s) and click "Apply."

In the Project Page

Alternatively, when you select a project it takes you to the project page. Under the "Users" tab select "+Users" to assign user group(s) to the project. Enter the group name(s), set the permission level for the project and click "Add to Project." The group(s) assigned to the project will be listed under the "Users" tab.

Removing User Groups

To remove a user group, simply click the X next to the group name to revoke access to the project.

Assign User' Project Specific Permissions

When user groups are assigned to projects, their default project permissions will appear in the Permissions dropdown. These default project permissions can be updated to on a per project basis, as the user group is assigned to a project. Permissions can be made more or less restrictive depending on the needs of the current project and will override the user group’s default project permissions.

After a user group has been assigned to a project, project specific permissions can be updated by clicking the user group’s Permissions option.

Assign User Groups to a Directory

A user can be setup by their company supervisor to be added to all projects within a directory automatically. The steps to assign users automatically can be found here.

To remove a user group from directory access, the Company Supervisor can go to the "Directories" tab and click on the directory name to edit it. Then click on the X next to the individual to remove their access to the directory.

Removing User Groups

To remove a user group from directory access, the Company Supervisor can go to the "Directories" tab and click on the directory name to edit it. Then click on the X next to the individual to remove their access to the directory.

Setting User Groups Permissions Expire Date

When you select a project from the portal, the project page opens where you can set a user group's permissions expire date from the Users tab. The permissions expire date is set on a per project basis and specifies when the user group's permissions expire for the project. By default, a user group's permissions expire date is set to "Never."

Note: Only company users with Staff or Supervisor roles and users with full admin permissions have the ability to set a user group's permissions expire date. 

To set a project user group's permissions expire date, click the current permissions expire date to open the Edit Permission Expiration window. Then choose "Select Date" from the dropdown and the current date displays in the date box.

Next, click inside the date box to open a calendar so you can choose an expiration date from the calendar and click "Apply." The permissions expire date is updated.

Note: Permissions expire at 12:00 am on the expiration date or 24 hours after an edit is made.