Auto-group assignment

Overview

OrgChart allows Administrators to configure conditions under which people are auto-assigned to an Access Group upon login. 

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.

The following options become made available after checking the Automatically assign users to access group upon login check box.

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 Name	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.
Email	Match chart record to user with Email Address listed in the Account Settings: Manage Users panel. 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.

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 - User Name or Email used to match a user with a chart record

• 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 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. Click on the X (in the top right corner of the User Information panel), and then click on the Exit button (at the bottom of the the Account Settings: Manage Users panel).

6. Locate the user whose information panel was just open in the OrgChart.

8. Click on the user, and then click on the Profile icon.

9. Note the values in the Profile, and the corresponding fields to which they are mapped.

10. Open the Account Settings panel, and then select the Authorization option from the Settings dropdown.

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 Name record retrieval method, select PersonID from the Field in Record dropdown.

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.

 

 

Row Level Security
Use data field for Row Level Security assignment	Select a field used to auto-assign Row Level Security. This feature can be used independently, or in conjunction with automatic group assignment.

 

Auto-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-Assignment section below for more information.

Configuring Automatic Role Assignment

The following section provides step-by-step instructions for configuring an Auto-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- Assignment 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 Master Chart associated with this role assignment from the Master chart used to validate user dropdown.

7. Select the data field to use for assigning access groups 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, and not yet refreshed your account, you may not see the Access Group in the Maps To dropdown menu. Ensure that you refresh your account after saving an Access Group, so that it appears as an option.

13. Click Save. The mapping is displayed at the bottom of the Group Mapping section.

14. Optionally, click on the plus button to define more Group Field Mapping.

15. Check the Use default group instead of denying access checkbox.

16. Select an Access Group from the Use default group instead of denying access dropdown. This will ensure that users have access to OrgChart, even if their employee record does not correspond with any of the defined Group Mapping criteria.

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-Assignment section below or the Account Settings: Manage Users article for more information.

17. Click on Save.

Set Automatic Row Level Security Assignment

You may have different Row Level Security profiles for each data value of a specified field. For example, different Row Level Security profiles might have been configured for each work location. The following section provides instructions for enabling Dynamic Row Level Security.

Note

This section assumes that Row Level Security profiles have already been created. Reference the Row Level Security article for more information, or contact OrgChart Support.

1. Check the Use data field for Row Level Security assignment checkbox (under the Row Level Security heading). A dropdown menu is displayed.

2. Select the field associated with the Dynamic Row Level Security profiles previously configured (i.e. Work Location).

3. Click on Save.

Note

This feature can be used independently or in conjunction with Auto-Assignments.

Overriding an Auto-Assignment

In order to avoid being locked out of OrgChart, at least one Administrative User with Full Access should opt to override the Auto-Assignment. The following section provides step-by-step instructions for overriding Auto-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 Administrator User whose auto-assignment you would like to override, and then click on the pencil icon.

4. Check the Bypass data driven group assignment checkbox (seen below), and then click on the Update button.

5. Click on Save.