Customizable groups are only available to Enterprise-level customers. Plus-level customers can set up and organize users into three pre-defined group types: departments, employee types, and locations.
You can set up four customizable types of groups to organize employees and projects – locations, divisions, service centers, and cost centers. This is in addition to the pre-defined department and employee type group types available for organizing users. They are primarily used to limit access to users and projects.
You can rename these four customizable groups, if necessary, to better reflect your company’s organizational structure.
The customizable group types may be disabled by default. You can enable any ones you plan to use.
For each group type, you can create a flat set of groups or a hierarchy of groups, up to seven levels deep. For example, for the location group type, you could create groups named Europe, North America, Asia, and then include sub-groups under each.
Users are assigned to groups in their user profiles. Projects are assigned to groups using the Project Info dialog for each project.
Each user or project can only be assigned one option for each type of group. For example, each user can be assigned only one location. For the four customizable group types, you can keep a historical record of each user's assignments.
Once employees and projects are organized into groups, you can control which groups a user has access to. Currently, you can only limit access for the Administrator, Payroll Manager, Project Management, Schedule Manager, and Team Manager roles. Refer to Limiting which groups a user can access for more information.
To create a user group:
To add a sub-group to a group:
Once you’ve set up all of your groups, you can assign groups to users in their user profiles.
You can update the name of any group type to match your organization’s usage. The name you choose will display in place of the default group type name throughout the application.
To give a group type a custom name:
You can disable group types that you are not actively using. Once a group is disabled, filters and data visibility limitations based on that group will no longer apply.
To enable or disable a group type:
Yes. To do this, click the icon for the top level of the branch you want to disable, select Disabled from the Status field, and click Save. The top level branch and all of the ‘child’ groups under it will be disabled.
Users typically can’t filter by a custom field, custom fields cannot have a hierarchical structure, and you can’t control user data visibility based on a custom field assignment. Additionally, you can't keep a historical record of a user's custom field assignments.
You could create departments as a sub-group within the locations group type, and disable the existing departments. Or, you could treat departments and locations as independent group types.
Make sure the group type is enabled. If the group type is disabled, it won't be shown in user profiles and won't be available for filtering.
No, you can only disable groups you’re not using. Disabled groups are still shown on the Administration landing page (in gray) but are not shown throughout the rest of the application.
Check that the Show Disabled Group Type check box located at the top, right-hand corner of the Administration > <Group type name> page is enabled.