User Groups
The User Groups screen allows users to create user groups, which can be used for searching and viewing user records. For example, users can create a user group for users who are teaching English. This group can then be assigned to other users who need quick access to said users, these user groups can also be leveraged in Communication in order to send quick messages to specific groups of users. In addition, users can place limitations on the assigned user allowing him/her to view the records for the users in the English Teacher group but not edit. Similarly, groups can be set up and assigned to administrators and other department heads who need to view a specific group of users. User groups can be created based on customized user searches or dynamic saved searches. Dynamic groups can be created using alpha by last name or using saved user searches. Note: Custom user groups are not dynamic.
The ability to view and/or edit User Groups is defined by the profile permission, User Groups via Users > Profiles > Users tab. The User Groups profile permission allows the user to create and edit his/her own user groups. The ability to assign groups to other users is defined by the profile permission Assign Groups to Other Users.
Note: These profile permissions default to off/disabled.
1. In the Users menu, click Profiles.
2. From the Permission Type pull-down, select Menu.
3. From the Role pull-down, select Admin.
4. Select the applicable Profiles from the corresponding pull-down.
5. Click Submit.
6. Click the Users tab.
7. Select the View and Edit check boxes to enable profile permissions including:
a. User Groups: Select the View check box to allow the profile users to view user groups and users in the accessible groups. Select the Edit check box to give profile users the ability to view, create, and edit user groups. This gives users access to the My Groups tab.
b. Assign Groups to Other Users: Select the Edit check box to give profile users the ability to assign user groups to other users. When assigned to other users, the profile users can determine which other users can use their user groups. This permission gives users access to the All Groups tab. If this permission isn't enabled, users will only have access to the All Groups tab if a user group has been assigned to the user.
c. Groups Created By Others: Select the View check box to give profile users the ability to view user groups created by other users. Select the Edit check box to give profile users the ability to view and edit user groups created by other users.
8. Click Save.
Dynamic groups can be created using alpha by last name or using saved user searches.
1. In the Users menu, click User Groups.
2. Select either the My Groups tab or the All Groups tab. The My Groups tab displays groups that you have created. The All Groups tab displays all groups, including groups assigned to you and other users.
Both tabs will display to you if you have profile permissions to User Groups and other user groups have been assigned to you.
3. You can create a new group on either the My Groups or All Groups tab. Begin creating a group by entering a Title in the provided text box.
4. If this group will be assigned to specific users, select the users from the Assigned Users pull-down.
You may have access to all the schools in the district and need to create a user group in order to share it with department heads who need access to user information for certification purposes across multiple schools, but if those department heads shouldn't have access to all the schools and extended user information. Selecting the users from the Assigned Users pull-down gives said users the ability to view the user group/report without access to the schools used to create the user group.
If you do not have the profile permission, Assign Groups to Other Users, you can only assign the group to yourself; therefore, only your name will be listed in the pull-down.
5. Select the appropriate Schools from the pull-down.
- If the Schools pull-down is left null upon creating a user group, the group will be available for the assigned users or profiles regardless of the school selected from the School pull-down located in the header (top right of the screen).
- If one or more schools is selected from the Schools pull-down, the group will only be available for the assigned users/profiles when they are logged into one of the selected schools via the School pull-down located in the header (top right of the screen).
- If you have View and Edit access to User Groups, you will be able to select the schools to which you would like to assign the group (Users > Profiles > Users tab).
- If you have View only access to User Groups, you will see the Schools column but will not be able to edit the Schools pull-down(s). You will also only see the User Groups that are linked to the selected School via the pull-down located in the header (top right of the screen) (Users > Profiles > Users tab).
- If you have access to multiple schools, but not all schools, you will only see those schools available in the Schools pull-down.
6. Select the Default Search check box to set this group as the default search group for the assigned users upon conducting a user search.
This group will automatically populate the User Group pull-down on the Search Screen for the assigned users. If the user needs to search outside of the default group, the user will need to select a different group or select the blank (null) option from the User Group pull-down and enter different search options.
Selecting the Default Search check box will limit the default Focus alerts the Assigned Users receive to data as it pertains to the assigned User Group.
7. If the selected Assigned Users should not have access to any other users outside the assigned User Group, select the Limit Assigned Users check box.
If you have not been given the profile permission, Assign Groups to Other Users, the Limit Assigned Users check box will not display.
8. To make the User Group available to other users outside of the Assigned Users, select the profile(s) from the Visible To pull-down. Note: Leave this pull-down blank if you do not want to give any other users/profiles access to the User Group.
If you have not been given the profile permission, Assign Groups to Other Users, the Visible To pull-down will not display.
9. Select Dynamic from the Assignment Type pull-down to create a user group that generates based on selected last names and saved user searches.
10. Select the Assigned Last Names from the pull-down, if you want to generate the user group based on specified last names. Select the specific letters or leave All selected to pull all last names.
11. If you have saved user searches upon conducting user searches, you can apply them to user groups. Select the applicable Assigned Saved Search from the corresponding pull-down. In the example displayed, English Cert has been selected; therefore, the search parameters saved to that search will be applied to the user group.
User Searches must be conducted and saved from a different screen, such as User Info, in order to apply them to user groups here.
See Navigating & Searching for more information about how to conduct user searches and how to save searches.
12. Enter a Start Date and End Date in the provided text boxes to determine when the user group is active and available for use.
13. Click Save to save the user group.
14. Click View to view the users in the user group.
The user group report displays the User Name and User ID.
User groups can be created based on customized user searches. Note: Custom user groups are not dynamic.
1. In the Users menu, click User Groups.
2. Select either the My Groups tab or the All Groups tab. The My Groups tab displays groups that you have created. The All Groups tab displays all groups, including groups assigned to you and other users.
Both tabs will display to you if you have profile permissions to User Groups and other user groups have been assigned to you.
3. You can create a new group on either the My Groups or All Groups tab. Begin creating a group by entering a Title in the provided text box.
4. If this group will be assigned to specific users, select the users from the Assigned Users pull-down.
You may have access to all the schools in the district and need to create a user group in order to share it with department heads who need access to user information for certification purposes across multiple schools, but if those department heads shouldn't have access to all the schools and extended user information. Selecting the users from the Assigned Users pull-down gives said users the ability to view the user group/report without access to the schools used to create the user group.
If you do not have the profile permission, Assign Groups to Other Users, you can only assign the group to yourself; therefore, only your name will be listed in the pull-down.
5. Select the appropriate Schools from the pull-down.
- If the Schools pull-down is left null upon creating a user group, the group will be available for the assigned users or profiles regardless of the school selected from the School pull-down located in the header (top right of the screen).
- If one or more schools is selected from the Schools pull-down, the group will only be available for the assigned users/profiles when they are logged into one of the selected schools via the School pull-down located in the header (top right of the screen).
- If you have View and Edit access to User Groups, you will be able to select the schools to which you would like to assign the group (Users > Profiles > Users tab).
- If you have View only access to User Groups, you will see the Schools column but will not be able to edit the Schools pull-down(s). You will also only see the User Groups that are linked to the selected School via the pull-down located in the header (top right of the screen) (Users > Profiles > Users tab).
- If you have access to multiple schools, but not all schools, you will only see those schools available in the Schools pull-down.
6. Select the Default Search check box to set this group as the default search group for the assigned users upon conducting a user search.
This group will automatically populate the User Group pull-down on the Search Screen for the assigned users. If the user needs to search outside of the default group, the user will need to select a different group or select the blank (null) option from the User Group pull-down and enter different search options.
Selecting the Default Search check box will limit the default Focus alerts the Assigned Users receive to data as it pertains to the assigned user group.
7. If the selected Assigned Users should not have access to any other users outside the assigned user group, select the Limit Assigned Users check box.
If you have not been given the profile permission, Assign Groups to Other Users, the Limit Assigned Users check box will not display.
8. To make the User Group available to other users outside of the Assigned Users, select the profile(s) from the Visible To pull-down. Note: Leave this pull-down blank if you do not want to give any other users/profiles access to the user group.
If you have not been given the profile permission, Assign Groups to Other Users, the Visible To pull-down will not display.
9. Select Custom from the Assignment Type pull-down to conduct a user search in order to select the applicable users. If Custom is selected, the user group will need to be defined based on a User Search.
10. Enter a Start Date and End Date in the provided text boxes to determine when the user group is active and available for use.
11. Click Save to save the user group.
12. Click View/Add to add users to the user group.
13. Click Add Users To Group to conduct a search.
14. Conduct a user search in order to add specific users to your custom user group. For information on conducting a user search, see Navigating & Searching.
Shown below is an example of a user search where all teacher profiles need to be pulled into the user group.
a. To pull all users, select the Search All Schools check box.
b. Click More Search Options, select Name, Username, & Profile.
c. From the Profile pull-down, select the applicable Teacher profile(s).
d. Click Search.
15. From the list of users, select the check boxes next to each user to add them to the user group. To select all users, select the check box in the header.
16. Click Add Users To Group.
The users selected as per your user search display in the user group.
17. Click Add Users To Group to add additional users to the user group.
18. Click the delete button (red minus sign) to remove users from the user group.
a. In the confirmation pop-up window, click OK.
b. Click Save to remove the user from the group.
19. Click the User Name to open User Info.
1. In the Users menu, click User Groups.
2. Select either the My Groups tab or the All Groups tab. The My Groups tab displays groups that you have created. The All Groups tab displays all groups, including groups assigned to you and other users.
Both tabs will display to you if you have profile permissions to User Groups and other user groups have been assigned to you.
3. To edit the text fields, such as End Date, click in the text box and make changes.
4. To edit pull-downs, click the pull-down and click Clear to start over. Then, make your new selections.
5. After changes are made, edited fields display in yellow; to apply changes, click Save.
If the Assignment Type is changed from Custom to Dynamic, the users tied to the group will be lost. Therefore, it is recommended to create a new group instead of editing the group or deleting the group.
6. To delete a user group, click the delete button (red minus sign) in the first column.
a. In the confirmation pop-up window, click OK.
b. The deleted user group displays in gray. Click Save to complete the deletion.
If other users have assigned user groups to you without the permission to edit the group, you can view them on the My Groups tab or the All Groups tab depending on your profile permissions.
Click View to View Users in the user group, which includes the User Name and User ID.
Click User Name to open the user's record in User Info.
User groups that are assigned to you or are visible to your profile will be available for selection from the User Group pull-down on any User Search screen throughout Focus. If a default search group has not been assigned to you, then a blank selection will populate the User Group pull-down.
1. Select a different group or additional group(s) from the User Group pull-down.
If you have been limited to viewing a specific group of users, the group will automatically populate the User Group pull-down. In addition, you will not be able to change the group or search for users outside of the group. Note: If your profile has been selected from the Visible To pull-down upon creating the User Group, you will have access to other groups, although you may not have access to the user records within the groups.
2. Once the correct User Group has been selected, click Search.
The users from the User Group display in your search results.
3. Click the User name to open the user's corresponding record.
If User Groups screen contains several pages of information, click Prev and Next to sift through pages of groups. Click the Page text box to enter a page number. Press Enter to jump to that page.
To export the data to an Excel spreadsheet, click on the Excel icon in the Export section.
To print data, click on the Printer icon in the Export section.
Click Filters to further breakdown data.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Click the gray arrow for more filtering options.
For more information see Filters.
You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.
Use the Filter text box located at the top of each pull-down for a quick search. Begin typing the name or number of the desired field.
a. Click the Exact filter check box to filter data to match exactly what you typed into the Filter text box.
Click Check all to quickly select all displayed options. Click Clear to clear all selections made. In the example shown, all "focus" schools have been selected.
Click Message to message the users in the user group via Communication.
The Page Size defaults to 20 records. Click and edit the Page Size to change the number of records displayed per page. The number of records displayed determines the number of pages displayed.
