RME: How to: Amend User Groups – Fourth & HotSchedules Customer Success Portal

Selecting User Groups to Amend

Certain permissions are required in order to amend user access; this is typically restricted to system administrators. The permissions required lie in admin permissions > allow user group management.

Fig 1 - Required to Amend User Group Settings

A user must have this permission enabled in order to edit the details within a user group. To amend a user group permissions click the admin tab > user groups as shown in Fig 2 below.

Fig 2 - User Group Option

Once the user groups are displayed select the user group that requires amendment from the list:

Fig 3 - User Groups

Once selected the details of the user group are displayed in the main body of the page.
There are sub-tabs displayed for each user group where different functions, permissions or ingredient fields can be controlled.

Fig 4 - Selected User Group

To amend any details of the user group the edit option must be selected.
It is possible to amend the name and the group associated to the user group on the details tab when editing.

Once the ‘permissions’ tab is clicked a user is able to edit the permissions associated to this user group. The permissions are grouped into a variety of sections which are detailed in the article linked to below.
Permissions are amended by checking the relevant options in accordance with the requirement of the user group, as shown in Fig 5 below.

Fig 5 - User Group Permissions

If no permissions with a section are relevant the section can be minimised as shown in Fig 5 above.
Ensure that all changes are saved before exiting the user group.

As with permissions it is possible to edit the visible and mandatory ingredient fields for a user group. Each sub-tab of the ingredient is shown and the fields on each tab can be controlled.
Checking each field with the option for ‘visible’ and/or ‘mandatory’ can then be configured. As shown in Fig 6 below some fields are not provided with the option to make mandatory, this is a global database setting and is usually applied when the option is a check box rather than a field that can be entered or selected.

Fig 6 - Editable Ingredient Fields for a User Group

When selecting if a field should be mandatory ensure that any approval workflows have been taken into account, as if a field is Mandatory for the first user group within the workflow, it must also be mandatory for any sub-sequent groups.
The same consideration should also be applied to field visibility as this should typically increase through a workflow; therefore it is advisable that fields are correlated between user groups.
Ensure that all changes are saved before exiting the user group.

It is possible to amend the approving user group for the user group that is selected. This can be configured for ingredients, recipes, menus and suppliers as shown in Fig 7 below.
From the drop down option the relevant user group can be selected that should approve any item that is created/amended by the user group selected.

Fig 7 - User Group Approvals

Fig 7 shows the ingredient fields of a user group open to editing.
It is also possible to view all user groups that are approved by this user group further down the page.
Ensure that all changes are saved before exiting the user group.