User Groups (and Security Groups)

User Groups serve two purposes in ProcessPlan. They organize your users, so tasks can be assigned to a group of people rather than one specific person, and they act as security groups - each group grants a set of security privileges to its members. This is why every user must belong to at least one User Group.

ProcessPlan users inherit the security privileges that are granted by all the User Groups they are members of. The security privileges are cumulative: if any group a user belongs to grants a privilege, the user has it.

To manage User Groups, click Administration > Users > User Groups.

Security privileges

Each User Group has a set of privileges that you can turn on or off for its members, including:

• Creating and editing process templates

• Starting and canceling processes

• Manually starting tasks and changing task assignments in running processes

• Editing the diagrams of running processes

• Viewing process reports

• Performing bulk imports and bulk edits

• Editing user accounts, account information, and the subscription plan

• Using AI features and guiding the AI Strategist

A group can also be marked Read Only, which turns off all editing privileges for its members. Members can still open a task from a notification email, but choosing a response button in that email won’t submit it.

Process visibility

By default, members of a group can see all processes (unless a process itself has limited visibility). To restrict what a group can see, select specific process templates or template groups in the group’s Process visibility settings - members will then only see the processes you selected.

Delete a user group

To delete User Groups, select them in the User Groups list and delete them. This requires two privileges: permission to edit user accounts, and permission to perform bulk edits.

A group can only be deleted once it has no members. Before you delete a group, add each of its members to the group that should grant their privileges from now on, then remove them from the old group. This way nobody loses access without you noticing.

Adding people to a group, or removing them from one, also requires permission to edit user accounts. This applies to your own group memberships too.