Managing groups

In Portail ZAPP, permissions are not given to a person but to a group: an account can open a screen or perform an action if one of its groups is allowed to (see "Setting permissions"). Groups are also used to show or hide menu entries, to assign tickets or tasks, to choose approvers and to send notifications.

The Groups screen (menu Administration › Users & access › Groups) is reserved for Administrators.

The group list

Each group has a Code (unique identifier, used by permissions and menus), a Name, a description and a Status (Active or Disabled). Two badges can be added to the name:

system: a group shipped with Portail ZAPP (for example Administrators or the Service Desk agents), on which the shipped permissions rely. It cannot be disabled and an import never overwrites it;
managed: a group whose members are computed by a group rule of the Organizations module (see “Synchronizing groups with organizations”). It cannot be disabled from this screen and its members cannot be edited by hand. An import does not change its status either. Directory synchronization (Active Directory, Microsoft 365) does not make a group “managed”.

Filter by status and search by name. When the Data grids module is installed, the list is a grid: select a row, then Members, Disable or Reactivate; the Members column gives the number of members.

Creating and editing a group

+ New group asks for:

Code: uppercase letters, digits and underscores only (for example SUPPORT_L1). It must be unique and cannot be changed afterwards;
Name and Description;
Group email address (optional): a distribution list receiving one message for the whole group. Left empty, notifications go to each member whose account is active (a disabled, locked or anonymized account no longer receives anything, but stays a member).

Edit changes the name, description and address. The Translations section gives the name and description shown in each language; without a translation, the base name is shown.

Members

Members opens the list of the group's members, with the date they were added. Search for a person by name or email, then Add; Remove takes them out of the group. An account's groups can also be set from the account itself (Users screen).

For a managed group, membership is computed by its organization group rule: it cannot be edited by hand.

Only members whose account is Active count as approvers and as recipients of the approvals and notifications sent to the group: a disabled, locked or anonymized account stays a member (its membership is kept) but is no longer asked.

Disabling a group

Disable cuts everything the group gives its members: permissions, menu entries, accesses reserved to the group, approvals and notifications addressed to it. The group also leaves the choice lists. Its members are kept: Reactivate gives them these rights back at once. Permissions stop at the next request; the menu follows within a few minutes. In the grid, deleting a row disables the group: nothing is erased.

Importing and exporting

Import loads a JSON file: a list of objects with code, name and, optionally, description and status. Tick Overwrite existing groups (by code) to update the groups already present; otherwise they are skipped. The result shows the groups created, updated and skipped.
Export (list without grid): tick groups, then Export to download their definition in the same format.

Import and export cover the definition of the groups, not their members.

Audit log

Every creation, edit, translation, disabling, reactivation, member addition or removal, and import is recorded in the Audit log. If the log is unavailable, the operation that was already done does not fail.