Overview
OrgChart allows Administrators to configure conditions under which people are auto-assigned to an Access Group upon login.
The following article provides information on:
Enabling auto-group assignment
In order to set up auto-group assignment, navigate to the Account Settings: Authorization panel, and then scroll down to the Auto-assignment configuration section.
Warning
It is possible to lock certain employees, or even yourself, out of the application when configuring Auto-Assignments. Please contact OrgChart Support for help in properly configuring these security settings.
Auto-group assignment configuration options
The following options become made available after checking the Automatically assign users to access group upon login checkbox.
| Auto-Assignment Configuration | |
| Master chart used to validate user | Select the Base Chart the assigned user can access. |
| Data field used for assignment | Select the field from the data that will be used to assign the role. |
| User Record Retrieval - Configure the fields used to identify a chart record that corresponds to a user | |
| User ID | Match chart record to user with the User ID listed in the Account settings: Manage users panel. |
| Case Insensitive Match | Check to allow OrgChart to match a chart record to the user with the User ID listed in the Account settings: Manage users panel without considering case. For example, if the User ID in the Manage Users panel is A123, and the User ID in the chart record is a123, the record will still be correctly identified with the appropriate user. |
| Match chart record to user with Email Address listed in the Account settings: Manage userspanel. Email matching is always case insensitive. |
|
| Field in Record | Select the data field that corresponds with the chosen record retrieval method. For example, if you are using the User Name retrieval method, select the field used to populate the User ID box. See the Identifying the field in record section below for more information. |
| Group Mapping - Set which groups line up with values in your data | |
| Select the field value and corresponding access group to assign users who match this criteria. | |
| Use default group instead of denying access | Select a group to automatically assign to users who do not meet any auto-assignment criteria. Checking this box, and then setting a default group will prevent users from being locked out of OrgChart. |
Identifying the field in record
The following information is needed for identifying which field to select in the Field in Record dropdown menu:
-
Record Retrieval Method - UserID or Email used to match a user with a chart record
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Field Mapped to Record Retrieval Method - The data field that is used to populate the User ID or Email text boxes in the Account Settings: Manage Users panel.
The following section provides step-by-step instructions for identifying the correct Field in Record field.
1. Click on the Settings button in the bottom right corner, and then select the Account Settings option from the list.
2. Navigate to Manage Users panel.
3. Mouse over a user, and then double-click, or click on the pencil icon to edit that user. The User Information panel is displayed.
4. Note the value for either the User ID or Email Address (depending on your selected Record Retrieval Method).
5. Close the User Information panel, and then click on the Chart icon at the top of the left-rail to navigate back to your base chart.
6. Locate the user whose information panel was just open.
8. Click on the user, and then open their Profile.
9. Note the values in the Profile, and the corresponding fields to which they are mapped.
10. Open the Account Settings panel, and then click on the Authorization tab.
11. Click on the Field in Record dropdown menu (under the User Record Retrieval heading), and then select the field that is mapped to the User ID or Email field. For example, if you are using the User ID record retrieval method, select PersonID from the Field in Record dropdown.
Auto-group assignment example
OrgChart allows administrators to define conditions for assigning Access Groups to users upon login. Rather than manually setting each user's access group and role in the Account Settings: Manage Users panel, Access Groups will be assigned based on selected field values.
Note
It is possible to override an Auto-Assignment for specific employees who meet the conditions for a particular Access Group, but should not be in that group. See the Overriding an auto-group assignment section below for more information.
Configuring Auto-Group Assignment
The following section provides step-by-step instructions for configuring an auto-group assignment based on Department. Reference the Account Settings: Access Groups article to learn how to create Access Groups for assignment.
1. Click on the Settings button in the bottom right corner, and then select the Account Settings option from the list.
2. Select the Authorization option from the top panel.
.3. Allow one Administrator User with Full Access the ability to override an auto-assignment. Reference the Overriding an auto-group assignment section below for more information.
4. Check the Automatically assign users to access group upon login checkbox (under the Auto-Assignment Configuration heading).
5. The following warning is displayed. Click Turn On to continue.
6. Select the Base chart associated with this role assignment from the Master chart used to validate user dropdown.
7. Select the data field you'd like to use to assign access groups(i.e. Department) from the Data field used for group assignment dropdown.
8. Select the method of User Record Retrieval you would like to use to identify a chart record with its associated user (i.e. User ID).
9. Select the Field associated with your chosen User Record Retrieval method (i.e. PersonID) from the Field in Record dropdown menu.
10. Click on the Create group mapping button The Configure group field mapping dialog is displayed.
11. Select a field value from the Value dropdown menu.
12. Select an access group from the Maps To dropdown. This specifies the access group an employee will be assigned when their record matches the selected field value for the chosen data field.
Note
If you have recently created an access group, you may not see the access group in the Maps to dropdown menu. You may need to refresh your browser, so that it appears as an option.
Additionally, users can be assigned to the following pre-defined OrgChart group/roles:
- Full access + read only role
- Full access + read/write role
- Full access + admin role
13. Click Save. The mapping is displayed at the bottom of the Data group mapping section.
14. Repeat steps 10 - 13 to define more Group Field Mapping.
15. Optionally, check the Use default group instead of denying access checkbox. This ensure that users that do not have group mapping defined will still have access to the application via a default group.
16. Select an access group from the Use default group instead of denying access dropdown.
Note
Typically, this access group is the most restricted. If an employee should have more access than is allowed by this default group, you can override the automatic system assignment, and then manually assign them a new one. Reference the Overriding an auto-group assignment section below or the Managing users article for more information.
17. Click on Save.
Overriding an auto-group assignment
In order to avoid being locked out of OrgChart, at least one administrator user with full access should opt to override auto-group assignment. The following section provides step-by-step instructions for overriding auto-group assignment.
1. Click on the Settings button in the bottom right corner, and then select the Account Settings option from the list.
2. Navigate to Manage Users panel.
3. Mouse over the admin user whose auto-group assignment you would like to override, and then double-click or click on the pencil icon.
4. Check the Bypass data driven group assignment checkbox (seen below), and then click on Save.
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