User groups

User groups are an easy and effective way to manage user rights for multiple people at once. Instead of editing rights individually for each user, you can centralize management at group level.

This guide explains how to create a user group and how to grant user rights to a user through a user group.

Creating a New User Group

  1. Open Admin – User groups
  2. Click Create a new user group
  3. Add at least a name for the group, and define the user rights and departments whose items the users are allowed to view.
    1. More information about different user rights can be found here: User rights explained.
  4. Click Create

User Group – Advanced Settings

  • Identifiers – used to connect user groups with Single Sign-On (SSO)
  • Additional rights for maintenance – users with reader rights to maintenance can also close defect reports.
  • Default widgets on home page – define which widgets are suggested to the user upon their first login when they select “Add default widgets” from the homepage.
    • If widgets are not specified, the user will receive Trail’s default widgets. More information here: Home page default widgets.

  1. The user group will then appear in the user group list.

Adding a User to a User Group

  1. Open Admin – Users
  2. Find the user and open their profile in edit view
  3. In the User Groups section, select the group from which the user should receive permissions
  4. Save the change

Once the user has been added to a group, this information can also be found on the user group’s page.

Note! If a user belongs to a certain user group, they will receive user rights defined for that group. However, sometimes it may be necessary to grant higher user rights than what the group settings allow – for example, access to multiple departments. This can easily be done from the user’s profile by adding additional rights.

Trail always gives the highest level granted to a user. In other words, if a person receives permissions both from a user group and from their own profile, Trail will provide the broadest rights given.

Editing and Deleting a User Group

  • User groups can be edited and deleted in the Admin – User groups view.
  • To edit a group, click its name or the Edit icon
  • To delete a group, click the Trash can icon

⭐ Tips for Managing User Groups

  • Plan ahead: Think about which user groups you need so that their use will be most effective when adding users.
  • Keep names clear: Use descriptive names so that everyone immediately understands what permissions are associated with the group.
  • Leverage SSO integration: When user groups are linked to AD, rights management is automated and the risk of errors can be reduced. If you are interested in this topic, feel free to contact us at support@trail.fi, and we will gladly provide more details.

Related Articles