Access Groups and Permissions

Permissions in BizzStream are managed through access groups. An access group represents a group of people who have access to a document. Access groups are essential for controlling user permissions and defining document-level security.

Adding and Configuring Access Groups

To add and configure access groups in a document definition, follow these steps:

1. Open the document definition editor and navigate to the Statuses & Permissions tab.
2. Click the Add button located at the top of the Access Groups grid.
3. Enter a unique Name and a descriptive Label for the access group.
4. To configure the field and line permissions for the access group, double-click the corresponding line in the grid.
5. In the Members tab, you can add Users, Groups, Special Members, and Related Access Groups to the access group.
6. In the Field Permissions tab, you can set permissions for each status and field by toggling the icon for viewing and icon for editing.
7. In the Line Permissions tab, you can set permissions for each status and line block by toggling the icon for viewing and icon for editing.
8. In the Line Fields Permissions tab, you can set permissions for each status and line field by toggling the icon for creating lines and icon for deleting lines.
9. If you are creating multiple access groups with (largely) overlapping permissions, you can easily copy permissions from other access groups within the same document definition by clicking the Copy From button.

Note: The members you add to an access group will be automatically added to any new document created based on this document definition.

The permissions for each access group can vary based on the status of the document. For example, an employee may have different permissions when a work order document is in the "Concept" status compared to when it is in the "Final" status.

By configuring access groups and their permissions in your document definition, you can ensure that the right users have the appropriate access and control over the documents.

Default Access Group Members

Access groups allow you to define which users or groups should have access to the documents created using the document definition. Default access group members will be automatically added when a new document is created. The following types of default access group members can be added:

Users and Groups

Individual users and user groups can be added as default members of an access group. User groups are useful when you want to assign access to multiple users at once. For example, a group of "Managers" can be added as a default member.

Related Access Groups

By using reference fields, you can establish relationships between documents. If a related document has an access group defined, that access group can be included as a related access group in the current document. This means that the members of the related access group will also have access to the current document. For example, if a purchase order document is related to a department document that has a "Department Managers" access group, adding the "Department Managers" related access group to the purchase order will grant access to department managers.

Creator and Modifier Roles

The creator and modifier roles allow for dynamic assignment of access group members. The Creator role automatically adds the user who creates the document to the access group. The Modifier role automatically adds the user who modifies the document to the access group. These roles are useful when you want to include the document creator or modifier in the access group.