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How do I manage the right groups within a room?

Basics:

The permissions within a room are assigned to the members of the room through right groups. In the "Room Settings", an administrator can specify and assign the right groups, whereas the other room participants can only view the settings.

Default Right Groups

Standard right groups in the room
Standard right groups in the room

The following right groups are available in a room by default and cannot be edited:

  • Room Admin
  • Contributor
  • Reader
  • Manually Shared

Room Admins manage all settings and users of the respective room.*

Users with the Contributor role can add content to the room, read all content, edit it (incl. performing status changes), and delete at least their own content. New room participants (except external people) automatically receive the rights of the Contributor group.

Readers have access to the contents of the room, however, they cannot perform any changes.

With the "Manually shared" right group, functions as well as the visibility of entries are limited (see: Working with Externals).

The exact properties of a respective right group can be viewed via the Right Groups tab and the "View" button.

*Note: Room Admins (room level) with the role Guest (organization level) do not have access to the organization's member management, i.e. they cannot add users to the room, only adjust the rest of the room settings (see: Understanding roles and rights in Stackfield).

Individual Right Groups

Creating an individual right group
Creating an individual right group

You can create / edit a right group (e.g. for customers) via the Right Groups tab within the room settings. Individual right groups can be created here via the "Add Right Group" button. Right groups that have already been created can be viewed and modified via the "Edit" button.

For each individual right group, you can define detailed settings for the individual modules (display, update*, add and delete**). Each module can be deactivated or activated for a right group. Additionally, it is possible to hide contents / status from modules or to assign reading and writing rights.

Note: The settings defined for the module apply equally to the attachments (e.g. time tracking, files and comments) of all entries within the module.

Settings of a right group
Settings for an individual right group

Another function is available for the tasks module: Workflows can be used to define which right group needs to edit tasks with a certain status or assign them to certain persons after the task has been edited***. The option Final Status (= no status is selected in the setting "Next allowed State") indicates that no more change can be applied to the status.

Workflow management for status
Workflow management for status

Notes: *Update means that the user can edit the already created content, i.e. change it afterward. **To be able to move an element, the right Delete is required, as in this case, the element disappears from the current room. ***By changing the status (editing status) the editing is finished.

Assigning Right Groups

The assignment of rights is performed in the tab Members either for teams or individual users. By clicking "Change Right Group" all available right groups are available for selection. Each person can be assigned multiple right groups (e.g. and Contributor). The rights are added if there are multiple right groups, i.e. adding a right group does not remove any rights, it just provides more.

Assignment of rights
Assignment of rights

Along with the assignment of rights to individual participants, the right groups of teams can be edited. All members of a team are given the same rights. If a user that is part of the team is to receive further or different rights, they can be applied to the room again separately / apart from the team rights. This way, an individual user can be assigned their own right group.

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