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Access Group Control

Create an Access Group control to grant operators access to a certain list of agreements, contracts, employers, members, or user profiles. No search, session, task mode, or display will be available for an item excluded from the group control.

Important! This control functions differently than other BASYS controls (sensitive data control, employer control, and member control). While the other BASYS controls limit what sensitive data, employers, or members the operator can view, this control manages a group that an operator can access in Service.

Process Overview

  1. Create the Access Group.

  2. Assign that Access Group Control to an Inclusion List for the following controls:

  3. Within each control, create an Admin (or All) Inclusion List. Make sure you include the No Access Group option in that list.
  4. Assign the Admin Control group in User Profiles. If you don't have an Admin Control group that includes the No Access Group option you won't be able to assign Access Groups to individual entities.
  5. Assign the Access Groups to the entities: Members, Employers, Agreements, and/or Contracts.

Step 1 — Create the Access Group

Go to: Home > Codes and Criteria > General > Access Group Code

  1. Click .

  2. Enter a name for the code and click . You can enter up to 20 characters.

  3. Enter a Description about the code. You can enter up to 50 characters.

  4. Click to save the code.

  1. From the Access Group Code list, select the code to update.

  2. Edit the Description if needed.

  3. Click to save your changes.

Important! Before you can delete an access group control, you must first unlink the entities associated with it. Otherwise, an error message displays.

  1. From the Access Group Code list, select the code to delete.

  2. Click .

  3. At the message "Are you sure you want to delete this Access Group Code?" click to delete it or to return to the Access Group Code screen without deleting.

  4. If you selected , the code is deleted.

Step 2 — Assign the Access Group to an Inclusion List

Assign the Access Group Control to an Inclusion List for the following controls:

Step 3 — Add an Admin List

For each of the above security controls, create an Admin (or All) Inclusion List. Make sure you include the No Access Group option in that list.

Creating an admin list ensures that administrators users maintain access to all entities (members, employer, agreements, contracts).

Step 4 — Assign the Groups in the Authorization Profile Editor

Assign operators and administrator users to the appropriate group in the User Profiles.

Note: If you don't have an Admin Control group that includes No Access Group option, you won't be able to assign Access Groups to individual entities.

Step 5 — Assign the Access Groups to the Entities

Complete these steps to link entities to the access group code.

  1. Go to Agreements.
  2. From the Access Group Control dropdown, select the access group for the agreement.

  3. Click to save. Repeat this step with all the agreements you want to add to the access group code.
    4. Important! If there's a contract linked to the agreement, the agreement's access group must match the access group of the linked contract. Otherwise, you won't be able to save.
  1. Go to Contracts.
  2. From the Access Group Control dropdown, select the access group for the contract.

  3. Click to save. Repeat this step with all the contracts you want to add to the access group code.
  1. Go to Employer information.
  2. From the Access Group Control dropdown, select the access group for the employer.

  3. Click to save. Repeat this step with all the employers you want to add to the access group code.
  1. Go to Member Information (see Add or update a member).
  2. From the Access Group Control dropdown, select the access group for the member.

  3. Click to save. Repeat this step with all the members you want to add to the access group code.

  1. Go the any of the control screens: Employer Control, Agreement and Contract Control, or Member Control.

  2. Select the control from the dropdown.

  3. Click the Inclusion List button.

  4. From the Access Group Inclusion List table, click and select the access group code you just created. This example is for the employer control.

  5. Click to save.

View Entities Linked to the Access Group

  1. Return to the Access Group Code screen.
  2. Click the Display dropdown to and choose an entity type: Only entities linked to the access group display:
    • Agreement — Displays agreements that operators can access in Service.
    • Contract — Displays contracts that operators can access in Service.
    • Member — Displays members that operators can access in Service.
    • Employer — Displays employers that operators can access in Service.
    • User Profile — Displays user profiles that are linked to this access group code.
  3. The Included in the Access Group table lists the entities linked to the access group. This will display the entity ID and associated description.

  4. For the User Profile, this will display the Authorization Type (Member, Employer, or Agreement and Contract control), Control Code (name of the control), and Control Description (description of the control).

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