The Groups feature can be used to leverage the access control workflow to grant access to group members. This can reduce the number of individual users that have to be added to or removed from an evidence Access List. Additionally, if individual group members are added to or removed from the Group, those individuals will gain or lose access to existing Group evidence without having to take any other action.
Groups can also provide additional control of what evidence can be viewed by users. For example, with groups, you can grant unit leaders the ability to view the evidence of their team members only.
The Groups feature complements the Roles and Permissions feature. Unit leaders no longer must be granted permission to view all evidence of your agency, and you should remove this permission from leaders when you implement the Groups feature.
This section describes the Groups feature, the use of groups for evidence monitoring, and the group-related tasks that you can perform.
Groups and Membership
Each group that you create has a name and has one or more members. Group members can be users, groups, or a mix of users and groups. Users and groups can be members or more than one group. There are no default groups.
The following figure shows two groups that each have three users. The user in the middle is a member of both groups.
The following figure shows two groups that each have three users. Group 2 is made up of one user, that is shared with group 1, and another group.
Managing Group Access
You can set group access so it is able to be added evidence access list inside your agency and to be added to access lists at partner agencies.
There are three Manage Access Settings for a Group:
- No access: The Group cannot be added to any access lists.
- Inside my agency access: The Group can be added to evidence access lists inside your agency, but partner agencies will not see the Group in their access lists.
- Partner agency access: The Group can be added to access lists inside your agency and at partner agencies.
Note: The ability to add Groups from partner agencies to the evidence access lists will be added in Evidence.com March release.
When a partner agency grants access to evidence, they can add any groups that have partner agency access. All members and monitors of the group receive a message notifying them that they have been granted access to the evidence.
For more information, see the Receiving Shared Cases from Partner Agencies section.
A group that is monitoring a group that receives a shared case from a partner agency can view the evidence of the shared case.
Monitoring Evidence with Groups
You can use the Groups feature to control whose evidence a user can view. For each group, you can specify users and other groups that can view the evidence owned by group members.
In order to take advantage of this capability, your group organization strategy should include:
- Groups of users whose evidence needs to be monitored, such as unit members.
- Groups of users who need to monitor evidence, such as unit leaders.
In the following figure, the group 3, 4, and 5 monitors are granted access to evidence owned by users in their respective groups. Additionally, users in group 1 are granted access to evidence owned by users in groups 3 and 4, but not group 5.
Note: In the preceding example, users who do not monitor group 5 evidence but who are allowed the User Search permission can see group 5 evidence listed in evidence search results but cannot view the evidence without first requesting access.
For users who must both monitor evidence and have their evidence monitored, add the users to groups being monitored and to groups who are monitoring. For example, in the preceding figure, users who are members of groups 1 and 3 can:
- Monitor the evidence of users in groups 3 and 4
- Have their evidence monitored by other users in group 1.
More than one group can monitor the evidence of another group. In the following figure, groups 1 and 2 have permission to monitor the evidence of group 4.