Planning and Best Practices

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The following are recommendations for planning your accounts setup.

Many of the tasks below will have already been handled by your TeamConnect Certified Professional. For example, all tasks pertaining to assigning rights to groups are handled by the TeamConnect Certified Professional only. Your role as a System Administrator is to create user accounts and assign those users to the appropriate groups. You may also create new groups that have no rights, and use those groups as routes in workflows, such as the flow that approves invoices.

Information about assigning rights to groups is provided here to help you better understand the nature of security in TeamConnect.

Recommended Practice

You can choose different ways to set up group and user accounts. The following is suggested to save time.

Gather business requirements for different groups you need to support. For example, which rights or records access each group will require and which users belong to which group(s).
Plan group accounts.
Organize each group's rights to records, categories/custom fields, and tools.
Create group accounts and assign rights to groups.
Create user accounts.
From each group account, add users to groups.

Information to Gather

Before assigning rights to a group of users, obtain answers to the following questions:

Which record types should the group access?
For each record type, decide the following:
- Which access rights should be assigned?
  For example, view records, edit records, create records, or delete records.
  For a record type you'll usually also need to assign access rights to sections or pages that are associated with the record type. For example, view record security or edit record security.
Which categories should be accessible to the group? Which access rights should be assigned? For example, view record category, add record category, or remove record category.
Which custom fields should be available to the group? Which access rights should be assigned? For example, view category custom fields, or edit category custom fields.
For TeamConnect features or areas, such as User Preferences, Admin Settings, Designer System Settings, object definitions, etc., decide on the following:
- Which access rights should be assigned? For example, view object definition records, edit object definition records, create object definition records, or delete object definition records.
  For a TeamConnect feature or area you may also need to assign access rights to sections or pages that are associated with the record type. For example, view object definition rules, edit object definition rules, create object definition rules, or delete object definition rules.
Which tools should the group be able to use?
Before creating users, gather the following information:
Basic information about your users. See Creating or Editing Users for additional details.
Required authentication mechanisms

Tips

If an individual requires custom rights, create a separate group, assign required rights, and add the user to that group.
Dur ing group account planning, consider your users' job roles and organize group rights accordingly. For example, users that share job titles can be grouped with the same rights requirements.