User groups in Zudello

Controlling user access and permissions is crucial for maintaining security in your organisation. This guide explains how user groups work in Zudello and how to manage them effectively.

Understanding user groups

User groups control what users can see, do, and approve within Zudello. User groups can be granted access to any number of permissions within Zudello. When a user is assigned to a user group, they inherit all of the user groups permissions.

User groups are classified into the following types:

• Access
  • Access groups control what actions users can perform
  • Access groups should be configured with permissions that will be passed on to user assigned to the group
• Visibility
  • Visibility groups are used in conjunction with data permissions to determine what information users can see
  • Visibility user groups should not have any permissions assigned
  • For more information on data permissions, see Data permissions
• Approval
  • Approval groups are used in conjunction with approval automations to route documents to the correct approver
  • Approval user groups should not have any permissions
• Legacy
  • Legacy groups do not have a specific type and may be used for any of the above categories
  • If you have legacy user groups that fit into one of the categories above, we suggest changing the user group type
  • New user groups should never be set up as legacy groups

Best practice

• Place all access permissions within access user groups
• Keep all visibility settings within visibility user groups
• Use approval groups solely to help route approvals
• Do not create any new legacy groups

Viewing and editing user groups

Accessing user groups

User groups are managed at the organisation level. To access user group information:

1. Click the company menu at the top right of your screen.
2. Click your organisation name.
3. Click User groups.

Viewing permissions

The Permissions column shows the number of permissions applied to each user group. To view the specific permissions that apply to a group:

1. Find the user group you want to inspect.
2. Click the edit icon at the end of the row.
3. In the user group modal that opens, you can:
   • Turn on the Show selected only toggle at the top of the table to view only applied permissions.
   • Expand each permission group to see individual permissions.
   • Search for specific permissions using the search bar at the top right.

   When searching permissions, turn off Show selected only to search all available permissions.

Editing permissions

To edit the permissions that apply to a group:

1. Click the edit icon next to the user group.
2. Select and deselect permissions as needed.
3. Ensure you select all related permissions for full functionality.

   E.g., to allow users to update purchase invoices, you need to grant:

   • Purchase invoice update permission
   • Purchase invoice view permission
   • Purchase invoice visible permission

4. Click Update to save your changes.

If you are unsure about permission interactions, contact your organisation administrator or Zudello support.

Configuring delegation options

The Can be delegated toggle at the top of the user group modal controls whether permissions within that group apply to delegates when a user delegates their duties.

For more information about delegation, see User delegation and defaults.

Creating a user group

As your business grows, you may need to add additional user groups. To create a new user group:

1. Click Create.
2. Enter a name and description for the user group.
3. Configure the user group type, permissions, and delegation options.
4. Click Create.

The user group is created, and you can now begin to add users to the group.

Deactivating a user group

From time to time you may need to deactivate certain user groups due to changes in your security policies. To deactivate a user group:

1. Click the edit icon next to the user group.
2. Turn off the Is active toggle at the top right.
3. Click Update.

The user group is deactivated and its permissions no longer apply to any group members.

Managing group membership

The group membership page gives you an overview of the user groups within your organisation and the users that are members of each group. To access the group membership page:

1. Click the company menu at the top right of your screen.
2. Click your organisation name.
3. Click Group membership.

Viewing group members

The group membership page shows you which users belong to each user group.

• Click the arrow at the start of a row to expand a user group and see all members.
• Use the search bar at the top right to find specific user groups.
• To filter to a specific team, click Select team and select from the drop-down.

Adding users to a group

To quickly add users to a user group:

1. Click the + icon at the end of the row.
2. Click Add.
3. Select users from the dropdown (you can search if needed).
4. Click Done.
5. Click Add Users to complete the process.

Make sure to check whether you are adding users to one team or all teams in your organisation.

Removing users from a group

To quickly remove users from a user group:

1. Find the user group in the group membership list.
2. Click the arrow at the start of a row to expand the group.
3. Click the delete icon next to the user's name.

Make sure to check whether you are removing users from one team or all teams in your organisation.

Zudello saves the changes to group membership automatically.

Need help?

Contact your organisation administrator or Zudello support if you need assistance with user group configuration.