Groups

As this template provides access to your data for external stakeholders, you must pay attention to access permission control for internal versus external stakeholders. To manage these levels, it is recommended to add new users groups (if not existent yet) for both internal Employees and the external Suppliers. These groups can be used to grant basic roles to the given user profiles easily.

Group Employees

Create an Employees group and add all internal users to this group so that they will still be able to access all data, even the one that is hidden for external stakeholders. If a similar group exists already, there is no need to add a new group as the name does not matter for the functionality of this template.

This group will be used by this template to restrict access to defined sections later. You may also use this group to define basic access permission to internal users by adding the given roles to this group.

Group Suppliers

In addition, create a general Suppliers group that defines the common access permission for all suppliers. This group will grant permission only to data that is shared explicitly with the given supplier. Assign all the [EXT] roles of this template to this group.

All users of all suppliers that should get access to your site must be added to this group.

Individual Supplier Groups

As there may be multiple users to be involved on supplier side by this template’s processes, it is recommended to create a specific group per supplier. This will ensure that all users of a given supplier share access to the same data and can all be contacted directly. The name of these groups should consist of prefix ‘Supplier’ followed by the supplier’s name. For example, if there is a supplier with name ‘Autodesk’, this company’s group should be named ‘Supplier Autodesk’. You can also choose a different naming but will then have to define the matching group name of each supplier using the property Group Name in workspace Suppliers (to be added as described in next chapter).

Create such a group for each supplier that should be able to access your site and add all the supplier’s user accounts to this group.

These groups must not contain any roles as the supplier access permission is already granted by the Suppliers group. However, these groups are required as all processes of this template will set the given groups as additional owner of relevant data.

Note that your implementation partner can help you to automate this group creation and user assignment by using the system’s REST API.