Manage Users with Groups in Catalyst – EBM Software

Groups are a powerful tool in Catalyst that help you efficiently manage permissions for multiple users. This is especially beneficial for large teams, but even small teams can benefit from organized group structures. Instead of setting permissions for each user individually, you can create groups based on shared needs and assign permissions to the group as a whole. Users inherit the permissions assigned to their groups.

This article contains the following topics:

Why Use Groups?

Save Time: Imagine a team of 20 sales representatives who all need access to the same reports and lead management features in Catalyst. Assigning permissions individually would be tedious and error-prone. By creating a "Sales Team" group and assigning the required permissions once, you can efficiently manage access for the entire team.
Simplify Management: As your team grows or roles change, you can easily add or remove users from relevant groups. This keeps your permission structure organized and reduces the risk of accidentally granting incorrect access.
Maintain Consistency: Groups ensure users with similar roles have the same access levels. This helps prevent confusion and ensures everyone on the team has the information they need to do their jobs effectively.

Example Use-Cases

Sales Team: As mentioned previously, a "Sales Team" group can be granted access to lead management tools, opportunity pipelines, and relevant reporting features.
Management Team: A "Management Group" can be given broader access across different sections of Catalyst, including financial reports, user management tools, and potentially hierarchy management permissions.
Locations/Branches: Create a group for each of your company's locations (e.g., "New York Office," "Chicago Branch"). This allows you to grant granular access to features relevant to each location. For instance, the "New York Office" group might have access to reports specific to their region, while the "Chicago Branch" group could have permissions for managing local customer data.

Understanding User and Group Permissions

Permissions are additive. The highest permission level takes precedence.
For example, if a user has Read access individually but belongs to a group with Edit access for the same feature, the user will have Edit access.

Creating and Managing Groups

Navigate to: Administration > User Management > Groups.
Create a New Group: Click "Add User Group" and fill out the form. Enter a group name (required) and an optional description. Click "Save".
Add Users: Select users you want to add from the "Available Users" list on the left and move them to the "Users" list on the right. Click the "X" or deselect the checkbox to remove users.
Set Navigation Permissions:
- Define which sections (e.g., Planning, Analysis) and tiles within those sections (e.g., Financial Planning) the group can access.
- Choose "Read" or "Edit" access for each section/tile. "Read" allows users to see the tile, while "Edit" allows them to interact with it.
Set Hierarchy Permissions (Optional):
- If users need access to manage hierarchies (e.g., mapping unassigned accounts, adding/editing hierarchies), select the "Hierarchy Permissions" tab and configure settings as needed.
Review Permissions Summary:
- The "Summary" tab provides an overview of the group's overall permissions. Use this to verify the group's access level in Catalyst.