Overview
Workgroups are sets of users who work together and perform common business functions. Many of the detail pages in nVIRO allow the assignment of an item (such as a submission) to a workgroup and a user.
Workgroup membership in combination with security group roles impact the effective permissions that a user has in the system. See Security Groups for information on security role scope and workgroups.
Searching Workgroups
To manage workgroups, navigate to Admin > Workgroups.
The Workgroups list page is displayed with all workgroups. Narrow down the displayed list by using one or more of the filter fields: Workgroup Name, Boundary Type, Supervisor Name, or Status.
Adding a Workgroup
On the Workgroups list page, click the Add New Workgroup button.
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A workgroup cannot be deleted after it has been created. |
To add a new workgroup, a workgroup name and boundary type are required. See Workgroup Fields for more details about each field.
Editing the List of Workgroup Members
From the Workgroups list page, click Open for the workgroup you want to update. The Edit Workgroup page opens.
To add a user, type and select their name at the bottom of the Workgroup Users list.
To remove a user, find them in the Workgroup Users list and click the Remove button (x) that corresponds to their name.
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Workgroups may also be added or removed from individual users from the User Detail page. See User Management form more information. |
Assigning Roles to a Workgroup
Upon adding a user to a Workgroup, they can be assigned a Role that would resemble the below.
Users added to the Workgroup with the columns:
Name - User Name
Role - If a user has a specific agency role, this will be stated here
Edit Role - Can either add or edit the existing role a user has.
Click Edit Role (Default is Unassigned)
Select from the dropdown list the Role that want to assign to the User.
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A Role needs to be configured in Role Types to be available for selection. |
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If the workgroup is changed on the parent record (submission, evaluation, etc.) any incomplete role-based tasks are reassigned to the user with the corresponding role in the newly assigned workgroup. |
Copying a Workgroup
When creating a new workgroup that is similar to an existing workgroup, it can be convenient to make a copy of the existing workgroup and then make some changes rather than starting from scratch. This can be done as follows:
On the Workgroups list page, click the Copy button for the existing workgroup. This opens the Copy Workgroup page and creates a new workgroup with the same Supervisor, Boundary Type, and Workgroup Users as the original workgroup; however, the name of this new workgroup is blank.
Enter a name for the new workgroup.
Make any desired changes to the other fields on the page (such as editing the list of workgroup users).
Click Save to save the new workgroup.
Workgroup Status
A workgroup can be marked as active or inactive by changing the status accordingly.
Workgroup Fields
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The following fields are available on the Edit Workgroup page:
Field | Description |
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Workgroup Name | The name of the workgroup, which must be unique. |
Supervisor | This is an optional field that indicates the supervisor of the workgroup. The supervisor name is available as a document template merge field and is also is available as a notification recipient for any notification that is sent to the item's assigned user or processor. Note: selecting a user as a supervisor does not automatically make them a member of that workgroup; if you want them to be a workgroup member, you'll need to add them to the workgroup separately. |
Boundary Type | Options are Statewide, By County, or By HUC.
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Workgroup Users | The list of users assigned to the workgroup. |
Status | Indicates whether the workgroup is active or inactive. A workgroup cannot be deleted after it has been created—it must be inactivated instead. Inactivating a workgroup prevents the workgroup from being assigned to items in nVIRO. |