Configuring Loop Permissions
Restrict access to Loops for users within your organization.
In order to make sure Olive Helps can scale, we created the ability to Group users. This feature is designed for Organizational Administrators to be able to tailor access to the right Loops for multiple different types of users at their organization.
The older way of doing Loop Settings by tweaking Loop Visibility and Availability is retired as of Release v0.45.4. As a part of that release, all legacy organizations were migrated to the new Groups and Positive Permissions model. Users who are on a release earlier than v0.45.4 will remain with the legacy access until the end user upgrades to the minimum-supported version.
As of v0.45.4 Release, the platform will not have the ability to keep Loops visible that users are not granted access to add. Requesting and Granting access to Loops is functionality that may be added back to the platform at a later date.
The Positive Permissions Model
Organizations and Groups in Olive Helps operate using the concept of a Positive Permissions model. In this model, user access to Loops is through the meaningful addition of those Loops to their participating Organization and/or Groups. This way, Organizational Administrators can easily account for many different real-life scenarios they may encounter at their organization:
Those that serve hybrid roles can have the right access they need by simply participating in multiple groups.
Those that may need to see all Loops (ex. IT Administrators) can be placed in a Group that has the ability to see all Loops without granting that access to every user.
Users that are not yet in a Group can have access to only the organization-level defaults until they are placed in a more specific Group.
Managing Organization Loop Access
Organizations have the ability to either:
Allow access to all Loops for all members of their Organization
Limit access to approved Loops for all members of their Organization
If the Organization Administrator chooses this option, they will also have the ability to alter the access for the Groups they create for their organization
To change the organization settings:
Navigate to the Loop Library in your OliveHelps sidebar.
Find the Manage Loop Access button on the main page of the Loop Library.
Organization Administrators will always have access to all Loops to maintain awareness of all Loops available in the Loop Library and to effectively manage their organization. Adding or removing an Organization Administrator from a Group will not change their access in any way.
Creating and Managing Groups
Groups are currently only useful in Organizations that are set to “Limit access to approved Loops”. If the Organization is set to “Allow access to all Loops”, then the Group Access will not be available to alter, since all members of the organization have access to view all Loops.
Creating Groups
Groups are created by Organizational Admins in the User Management section of the Loop Library.
From the Loop Library, select your Organization.
From the Organization Menu, find the User Management tab on the left, then the Groups tab.
Groups here can be searched and filtered. If there are no groups made, Organizational Admins can easily create groups.
Select the Create Group button.
Be sure to give the Group a unique name and associate the Group with a color.
Add existing users at your organization to a Group.
If you want to remove a user from the Group, hover over the selected user and click Remove.
When satisfied, click Create Group to create.
Updating Group Users
Users can be added or removed from Groups in the Edit Group Details section of the User Management Activity.
From the Loop Library, select your Organization.
From the Organization Menu, find the User Management tab on the left, then the Groups tab.
Click on the “...” menu of the Group to edit and select Edit Group Details.
Configuring Group Access
Group Access can be managed in two different places:
Through the Manage Loop Access button on the main page of the Loop Library
Through the Edit Group Details section in the User Management activity
From the Loop Library, select your Organization
From the Organization Menu, find the User Management tab on the left, then the Groups tab
Click on the “...” menu of the Group to edit and select Edit Group Details
Navigate to the Group Access tab to view or change the access settings for the Group
Adding Loops to an Organization or Group
In the Loop detail view, there will be a “...” menu with the option to Manage access to this Loop
If you do not see this option, you are either not an Organizational Administrator or have Organizational settings to Allow access to all Loops
In the manage access screen, the Organization Administrator can enable this Loop at the Organization Level OR for select Groups who have Limited access to Loops.
To add a Loop to the Organization or Group, the Organizational Administrator must first navigate to the desired Loop in the Loop Library.
Viewing Group Access to Loops
Organizational Administrators can view which groups have access to which loops in two different ways:
In the Loop Library, Organizational Administrators have the ability to filter the library based on their Organization or a specific Group access.
This filter will only show one group at a time.
In Group Management, Organizational Administrators have the ability to view and manage Loops in the Edit Group Detail activity.
From the Loop Library, select your Organization.
From the Organization Menu, find the User Management tab on the left, then the Groups tab.
Click on the “...” menu of the Group to edit and select Edit Group Details.
Navigate to the Group Access tab for the Group. Associated Loops appear in this table.
From this table, Organizational Administrators can also remove Loops from this group.
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