The following steps provide a guideline for implementing the Groups feature at your agency. Where additional detail is available in other locations in this guide, cross-references are provided.
- Decide upon a strategy for using the Groups feature. Your agency can determine the best way to use groups for controlling access to evidence and for monitoring the evidence-related activities of group members.
If your agency needs to keep its Evidence.com group configurations in sync with groups in other applications, such as with an on-premises Microsoft Active Directory implementation, review the information in Import Groups, Members, and Monitors.
- Update roles and permissions as needed to ensure that users have only the permissions that their responsibilities require.
- Users who are enabled by the Groups feature to monitor evidence should be allowed the Only Their Own setting for the Evidence View permission.
- Users whose evidence search results should not list evidence that they do not have permission to view should be prohibited the User Search permission.
- Users who create, update, and delete groups must be allowed the Create/Edit Group permission.
- Users who import groups, members, and monitors must be allowed the Configure Agency Security Settings permission.
- Users who view group audit trails must be allowed the Group Audit Trail PDF permission.
For detailed steps, see Updating Roles and Permissions.
- Following your group strategy, create groups and assign members and monitors to the groups.
- Use the Group Profile page to view evidence uploaded by group members. For detailed steps, see Viewing Group Evidence.
- As needed, add and remove users from groups or update other group settings. For detailed steps, see Editing a Group.
- As needed, view the audit trail of groups. For detailed steps, see Viewing a Group Audit Trail.
- When a group is no longer needed, delete the group. For detailed steps, see Deleting a Group.
- Continue creating, using, managing, and deleting groups as needed.