User Groups

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Intro

It is in the User Groups tab where you can view and manage the permissions and data sync rules for user groups.


Data Sync Rules

By selecting a User Group record, you will then be directed to another screen where you will be able to view current Data Sync Rules settings:

Data Object Data Sync Rule What is Synced
Item
R01 Items used as Reserved Materials on Service Calls where the technician has been responsible / assigned.
Business Partner
RO2 Business Partners that are associated with Activities and/or Service Calls where the technician has been responsible / assigned.
RO2a Addresses that are associated with Activities and/or Service Calls where the technician has been responsible / assigned.
RO2b Contacts that are associated with Activities and/or Service Calls where the technician has been responsible / assigned.
RO3 Business Partners for own Branches.

A Business Partner is sent to the mobile, only if:
  • the current user has READ permission on it,
  • and, it has a common branch shared with him.
R41 Business Partners for activities for the technician's team

A Business Partner is sent to the mobile, only if:
  • linked to an activity for the technician’s team…
    • where the technician is responsible / has been assigned
    • OR where the technician belongs to the same team which is linked to the project of the activity
Equipment
R04 Equipment that is associated with Activities and/or Service Calls where the technician has been responsible / assigned.
R39 Equipment including related children and parent equipment for activities for the technician’s team and skills. Sync equipment records which are:
  • directly linked to an activity for the technician’s team and skills
    • where the technician is responsible / has been assigned
    • OR where the technician belongs to the same team which is linked to the project of the activity
    • AND where the technician has all valid skills required for the activity
  • OR which is the the parent (up to 10 levels up) and child (up to 10 levels down) of an equipment that is linked to an activity for the technician’s team and skills
R40 Equipment including related children for activities for the technician’s team and skills. Sync equipment records which are:
  • directly linked to an activity for the technician’s team and skills
    • where the technician is responsible / has been assigned
    • OR where the technician belongs to the same team which is linked to the project of the activity
    • AND where the technician has all valid skills required for the activity
  • OR which is the the parent (up to 10 levels up) and child (up to 10 levels down) of an equipment that is linked to an activity for the technician’s team and skills
Sales or Service Documents
R15 Sync only sales opportunities associated with the business partner belongs to a branch the current user is assigned to.
R16 Sync only Incidents issued by Business Partners for which at least one Activity and/or Service Call has the current user set as responsible.
R17 Sync only Defects issued by Business Partners for which at least one Activity and/or Service Call has the current user set as responsible.
R18 Sync only Payment Terms issued by Business Partners for which at least one Activity and/or Service Call has the current user set as responsible.
R19 Sync only Sales Opportunities issued by Business Partners for which at least one Activity and/or Service Call has the current user set as responsible.
R20 Sync only Sales Quotations issued by Business Partners for which at least one Activity and/or Service Call has the current user set as responsible.
R21 Sync only Sales Orders issued by Business Partners for which at least one Activity and/or Service Call has the current user set as responsible.
R22 Sync only Service Contracts issued by Business Partners for which at least one Activity and/or Service Call has the current user set as responsible.
R24 Sync only Sales Quotations for which the Business Partner belongs to a branch the current user is assigned to..
R25 Sync only Sales Orders issued by Business Partners that belong to a branch the current user is assigned to.
R26 Sync only Service Contracts issued by Business Partners that belong to a branch the current user is assigned to.
R27 Sync only Sales Orders that do NOT meet the following criteria:
  • its status is Closed,
  • and, the number of days between NOW and its last change date is bigger than a configurable number.
R28 Sync only Invoices that do NOT meet the following criteria:
  • its status is Closed,
  • and, the number of days between NOW and its last change date is bigger than a configurable number
.
R30 Sync only Sales Opportunities issued by Business Partners for which at least one Activity and/or Service Call has the current user set as responsible.
R29 Sync only Invoices that do NOT meet the following criteria:
  • its status is Closed,
  • and, the number of days between NOW and its last change date is bigger than a configurable number
.
R30 Sync only Invoices that do NOT meet the following criteria:
  • its status is either:
    • won,
    • or lost,
  • and, the number of days between NOW and its last change date is bigger than a configurable number.
R32 Invoices for own branches.

An Invoice is sent to the mobile, only if:
  • the current user has READ permission on it,
  • and, it has a common branch shared with him.
R33 Sales Quotations for own Branches.

A Sales Quotation is sent to the mobile, only if:
  • the current user has READ permission on it,
  • and, it has a common branch shared with him.
R34 Sales Orders for own Branches.

A Sales Order is sent to the mobile, only if:
  • the current user has READ permission on it,
  • and, it has a common branch shared with him.
R36 Own Invoices and Territory invoices.

An Invoice is synced to the mobile only if the current user:
  • is its responsible Sales Person,
  • is its creator,
  • or, shares a common Territory with the Business Partner that issued it.
Service Call
R06 Previous Service Calls open for Equipment on which technician is currently assigned to work, providing a service history (historical data of work completed on Equipment).This enables the technician to view relevant Equipment service details without needing to sort through past Service Call records.
R07 Service Calls handled in the last six (6) months, where the technician was responsible / had previously been assigned.
R08 Service Calls where the technician is responsible / has been assigned.
Activity
R09 All Activities that are associated with Service Calls where the technician has been responsible / assigned.
R10 Previous Activities performed on Equipment for which technician is currently responsible / assigned to work, providing a service history (historical data of work completed on Equipment).This enables the technician to view relevant Equipment service details without needing to sort through past Service Call records.
R11 Activities performed within the last six (6) months, where the technician was responsible / has previously been assigned.
R12 Activities where the technician is responsible / has been assigned.
R37 Activities for the technician's team.

  • where the technician is responsible / has been assigned.
  • OR where the technician belongs to the same team which is linked to the project of the activity.
R37T Activities for the technician's project team pool.

  • where the technician is responsible / has been assigned
  • OR where the technician belongs to the same project team pool which is linked to the project of the activity
R38 Activities for the technician's team and skills.

  • where the technician is responsible / has been assigned
  • OR where the technician belongs to the same team which is linked to the project of the activity
  • AND where the technician has all valid skills required for the activity
R38T Activities for the technician's project team pool and skills.

  • where the technician is responsible / has been assigned
  • OR where the technician belongs to the same project team pool which is linked to the project of the activity
  • AND where the technician has all valid skills required for the activity
Warehouse
R23 All Activities that are associated with Service Calls where the technician has been responsible / assigned.
Checklist Instance
R42 Own warehouse/s.

A warehouse is synced to the mobile device only if:
  • the current user has READ permission on it,
  • and, it has a common branch shared with him.
R51 Checklist Instances on Activities for the technician.

Reduces the volume of Checklist instances sent to the device. Checklist instances on activities will only be sent where the person is responsible / assigned for checklist instances, activities or associated service calls.
Person
R43 People who are linked to the same team(s) as the technician's team(s).
Attachment
R50 Attachments on Activities for the technician.

Reduces the volume of attachments sent to the device. Attachments on Activities will only be sent where the person is responsible / assigned for Activities or associated service calls. Attachments not linked to an activity will not be affected by this rule, they will be downloaded based on permissions.
R54 Attachments for the technician.

Reduces the volume of Attachments sent to the device. When enabled, and a sync is performed, the following attachment data is synchronized:

  • Activity, ServiceCall, Person, BusinessPartners, Equipment, ChecklistTemplate, ChecklistInstance, ChecklistInstanceElement where the technician is the creator of the attachment
  • Activity, ServiceCall, ChecklistTemplate, ChecklistInstance, ChecklistInstanceElement where the technician is the responsible or assigned to related Activity / ServiceCall
  • When the technician is assigned as a team member for related Activity / ServiceCall.
Address
R52 Addresses on Activities for the technician.

Reduces the volume of Addresses sent to the device. Addresses on Activities will only be sent where the person is responsible / assigned for Activities or associated service calls.
Contact
R53 Contacts on activities / service calls for the technician.

Reduces the volume of Contacts sent to the device. Contacts on Activities / Service Calls will only be sent where the person is responsible / assigned for activities or associated service calls.

Data Sync Rules are used to control what information is stored in the mobile application for offline use.

The benefits of using data sync rules are:

They can decrease bandwidth used while syncing technician devices.
They can decrease application memory usage on mobile devices.
They can improve equipment and item search, as less irrelevant data is filtered out.
They can help streamline communication between technicians and the back-office, and ensure that technicians only receive the data they need, when they need it.
Attention: Please note that Data Sync Rules do NOT represent a security measure, as they do not impact the web-based applications and the Data API. They are merely used to improve performance and data integrity for the mobile application.

User Groups



Field Description
Name The name of the user group. This name is entered when creating a new user group.
Description The description of the user group. This description is entered when creating a new user group.
Created The date/time at which the user group was created.
Updated The last date/time at which the user group was updated.
Data Sync Rules All data sync rules that have been applied to the user group. Refer to the Data Sync Rules section for more information.
By selecting the quick view icon, you can view all permissions/UI permissions associated with supported objects.


Permissions Management

Attention: A change to a permission group will trigger a full sync for all mobile devices.

Permissions for user groups can be managed at Users > User Groups by clicking on a User Group record and selecting the edit option.

The Permissions Management interface consists of the following:



Field Description
Object Type Here, you can select the business object for which you would like to edit the permissions. Please note the following
  1. Based on the object type selection, the UI Permissions values will change.
  2. Based on the object type selection, the available (if any) sync rules (example R38: Activities for the technician's team and skills) will change.
Create The ability to create a new record of the selected object type. Options include ALL, OWN, and NONE. Please refer to the CRUD Operators section for more information.
Read The ability to view a record of the selected object type. Options include ALL, OWN, and NONE. Please refer to the CRUD Operators section for more information.
Update The ability to update a record of the selected object type. Options include ALL, OWN, and NONE. Please refer to the CRUD Operators section for more information.
Delete The ability to delete a record of the selected object type. Options include ALL, OWN, and NONE. Please refer to the CRUD Operators section for more information.
UI Permission Any/all UI permissions associated with the object.
[ Data Sync Rules] Based on the selected object type, there may be sync rules that can be applied to improve synchronization times and database size. Please refer to the Data Sync Rules section for more information.

Create New User Group

When creating a new user group, the new user group will initially take the default permissions. These permissions can be viewed byt selecting the option in the User Groups view.

To create a new user group, complete the following:

Select the option.

In the next view, enter a name (required) and if desired, a description:


Select Save.

The new user group will now be visible in the user groups view and can be managed by selecting it and adding/modifying permissions as required.


Download User Group



User group permission settings can be downloaded to JSON format by selecting the download option and then selecting the user group you wish to download from the user group dropdown.

The user group permissions is formatted as follows:

Note: The below example does not represent a complete file.

{
  "classificationLevels" : [ "INTERNAL", "PUBLIC", "CONFIDENTIAL" ],
  "clientIds" : null,
  "description" : "Web User for General Purposes",
  "name" : "Web User",
  "permissions" : {
    "ACTIVITYFEEDBACK" : {
      "create" : {
        "options" : [ "NONE", "ALL" ],
        "value" : "ALL"
      },
      "createOwnCondition" : null,
      "delete" : {
        "options" : [ "NONE" ],
        "value" : "NONE"
      },
      "deleteOwnCondition" : null,
      "read" : {
        "options" : [ "NONE", "ALL" ],
        "value" : "ALL"
      },
      "readOwnCondition" : null,
      "update" : {
        "options" : [ "NONE", "ALL" ],
        "value" : "ALL"
      },
      "updateOwnCondition" : null,
      "visible" : true,
      "uipermissions" : [ ]
    },
    "EMAILTEMPLATE" : {
      "create" : {
        "options" : [ "NONE", "OWN", "ALL" ],
        "value" : "ALL"
      },
      "createOwnCondition" : null,
      "delete" : {
        "options" : [ "NONE", "OWN", "ALL" ],
        "value" : "ALL"
      },
      "deleteOwnCondition" : null,
      "read" : {
        "options" : [ "NONE", "OWN", "ALL" ],
        "value" : "ALL"
      },
      "readOwnCondition" : null,
      "update" : {
        "options" : [ "NONE", "OWN", "ALL" ],
        "value" : "ALL"
      },
      "updateOwnCondition" : null,
      "visible" : false,
      "uipermissions" : [ ]
    },
    }

Upload User Group

By contrast, you can update an existing user group or create a new one using the Upload option.

Please note the following:

1 If a user group with a given name exists it will be updated, otherwise a new user group will be created.
2 The format must be the same available as that used when downloading a user group record.
3 The file must be in JSON format.

To upload a user group record, complete the following:

Select the option from the User Groups view.

In the next view, enter the following information:



Field Reference
Name Required. The name of the user group. If the name already exists, the user group record will be updated.
Description The description of the user group.
File Select the file to upload from your local computer.

When complete, click the Upload button below.


Delete User Group

A user group can be deleted by completing the following:

Select the user group you would like to delete from the User Groups view:



And then select the option.

The record will then be deleted.


Business Objects

Permission Type Impacted UI Permissions Available Sync Rules
Activity Field Service Mobile
  • Activities
Planning and Dispatching
  • Activities (only activities of type "Assignment")