Workgroup Administration
Overview
Workgroups are sets of users who work together and perform common business functions. Many pages in nVIRO allow a record (such as a submission) to be assigned to a workgroup and a user.
Workgroup membership and security group roles affect a user’s permissions in nVIRO. For information on security group roles, see the Security Groups page.
Searching Workgroups
To manage workgroups, navigate to Admin > Workgroups.
The Workgroups page lists all workgroups. Use the sort buttons or filters at the top of each column to locate a specific workgroup. When using a filter, the list dynamically updates to display all workgroups that match the entered value.
Adding a Workgroup
To create a new workgroup, click the Add New Workgroup button on the Workgroups page. This opens the New Workgroup page.
Populate applicable fields and click the Save button. For more information on workgroup fields, see the next section.
Editing a Workgroup
To edit a workgroup, click the workgroup name on the Workgroups page. This opens the Edit Workgroup page, which has two tabs: Details and Routing and Boundaries.
Details Tab
The following fields appear on the Details tab of the Edit Workgroup page.
Field | Description | Notes |
|---|---|---|
Workgroup Name | A unique name for the workgroup. |
|
Supervisor | The supervisor of the workgroup. | Once selected, the supervisor’s name can be added as a document template merge field. The supervisor can also be chosen as a recipient for notifications sent to the record’s assigned user or processor. Selecting a user to be a supervisor does not automatically make them a member of that workgroup. They must be added to the workgroup separately (see below). |
Workgroup Users | The users assigned to the workgroup. | To add a user to a workgroup, enter and select their name in the search field at the top of this list. To remove a user from a workgroup, click the “X” beside their name on the list. A user’s workgroups can also be managed from the User Details page. For more information, see the User Management page. |
Status | A toggle that controls the workgroup’s availability for use. | Deactivating a workgroup prevents it from being assigned to new records. |
Edit History | A record of who created the workgroup and when, and when the workgroup was last updated. |
|
Assigning Roles to Workgroup Members
nVIRO supports automated task assignments based on roles. When a user is assigned a role within a workgroup, workflow tasks configured for that role are automatically assigned to them.
Using the example below, if a workflow template contains a task for the permit engineer, then when the workflow is added to a record, nVIRO assigns the task based on the primary processor’s workgroup. It looks up the permit engineer within that workgroup and assigns the task accordingly. Thus, if the record is assigned the NW Region, the task is assigned to Sally; if it’s assigned to the NE Region, the task is assigned to Aisha.
To assign roles within a workgroup:
On the Details tab for the workgroup, click the Edit workgroup role button next to the user to be assigned the role.
Select the desired role from the dropdown menu in the Workgroup Role field.
For information about adding new roles, see the Workgroup Role Types page.
If a workgroup is changed on a parent record (such as a submission or evaluation), any incomplete role-based tasks are automatically reassigned to the user in the new workgroup with the corresponding role.
Routing and Boundaries Tab
The Routing and Boundaries tab includes two fields that are used to route submissions to a workgroup (by checking the project location against a designated SQL spatial layer).
The Workgroup Routing Tag Value field indicates which routing data a form should use to route the submission.
The Geographic Boundary Type field allows the user to apply a geographic boundary to the workgroup. Once a boundary type is selected, a Layer Names field appears, from which the user can select a layer name.
Copying a Workgroup
When creating a new workgroup that is similar to an existing one, it’s often easier to copy the existing workgroup and make changes than to start from scratch. To do this:
On the Workgroups page, click the vertical ellipses icon next to the existing workgroup. Then, click the Copy button. This opens the Copy Workgroup page and creates a new workgroup with the same supervisor, boundary type, and workgroup users as the original workgroup. The default name of this new workgroup is the same as the original, with “ - Copy” appended.
Enter a name for the new workgroup and make changes to the other fields as needed.
Click the Save button.
Deleting a Workgroup
A workgroup can only be deleted if it is not set as a default workflow on any form or project, assigned to any record, or otherwise referenced within nVIRO. If this is the case, a Delete button will appear when a user clicks the vertical ellipses icon next to the workgroup.
To prevent a workgroup that is referenced or used from being assigned to new records, use the Status toggle on the Details tab to deactivate it.
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