Configure Access Control Groups

Overview

Administrator and recruiter access to system reports and functionality is managed through Access Control Groups (ACG). Each ACG is a set of permissions that enable or disable access to the reports, features, and tabs in your portal. 

You can create multiple ACGs, which are then assigned to a Staff/Admin user’s profile to determine what access they have in their portal. You will need to create separate ACGs for each unique access combination that you require.

The Config > System Setup > Access Control Groups report summarises the ACGs that have been configured in your portal. You’ll see a list of ACGs, as well as whether they are currently enabled and how many users have been assigned to each group. 

From this report, you can:

• create new ACGs using the Create Access Control Group button;
• view and edit existing ACG configuration by clicking on the group name;
• clone, enable and disable, or archive ACGs; and
• export the on-screen data in .csv or .pdf format.

Create an Access Control Group

To create a new ACG:

1. Go to Config > System Setup > Access Control Groups > Create Access Control Group.
2. Enter a Name for the ACG and an optional Description.
3. Tick the Enabled checkbox if the group should be available to assign to users once it is created. 
4. In the Access Controls section, tick the checkboxes for all permissions which should apply. Each section can be expanded by clicking the + icon, allowing you more specificity in what access is allowed. 
5. Click Save.

Ticking the ‘All…’ checkbox for an Access Controls section will automatically select all the checkboxes in the expanded view of that section. If any of these checkboxes are deselected, the ‘All…’ checkbox will also deselect. 

Full and Read Only Access

For some sections, you’ll be able to select between issuing:

• Full access, allowing the user complete access to this section, report or function, by ticking the checkbox to the left of the report or function description; or,
• Read Only access, which is a restricted read-only version of each report. Read Only checkboxes are to the right of any applicable report or function descriptions.

Not all sections allow a Read Only access option to be set, as the reports within require a user to have full access in order to generate and populate them meaningfully.

Note: As some portal functionality is controlled by Master Config settings, you will only be able to configure ACG for these features if they are already enabled in your portal.

Edit an Access Control Group

To edit the settings for an existing ACG:

1. Go to Config > System Setup > Access Control Groups.
2. Click the name of the group you need to edit.
3. In the configuration screen, update the settings as required.
4. Click Save.

Please note that any changes made to the configuration of an existing ACG will apply to any user who is linked to that ACG upon saving. You may like to export a list of users prior to updating the ACG so that you can review and ensure no users have incorrect system access.

Clone an Access Control Group

Existing ACGs can be cloned in Config > System Setup > Access Control Groups. You will need to tick the checkbox next to the group you would like to clone, then select With selected access control groups… > Clone. 

Cloning an ACG directly replicates the existing configuration associated with the selected ACG, with the default group name as ‘Cloned Group Name [Cloned on dd.mm.yyyy hh:mm:ss]'. 

You’ll be able to update the cloned group’s name once it has been created, and modify any of the configuration settings to suit your requirements. This functionality is useful if you need to create similar access to an existing ACG, as you can copy across the settings rather than manually configuring a new group.

Enable or Disable an Access Control Group

For ACGs to be available to assign to users, they will need to be enabled in Config. There are two ways that this can be done:

• From the main ACG list in Config > System Setup > Access Control Groups, tick the checkbox next to each ACG you are enabling, then click With selected access control groups… > Enable. 
• From within the configuration settings for an individual ACG, by ticking the Enabled checkbox and clicking Save.

You will be able to disable any ACGs in your portal as long as they aren’t assigned to any users. To confirm if any users are actively assigned to an ACG, refer to the Users column of the Config > System Setup > Access Control Group report or export the list of users assigned to the ACG.

ACGs can be disabled using the With selected access control groups… dropdown or in the individual group by deselecting the Enabled checkbox. 

Archive an Access Control Group

Archiving an ACG will hide it from the on-screen display, so that it will no longer appear for you to enable and assign to users. 

ACGs can be archived at any point, even if they are currently enabled and assigned to a user. When an ACG is archived, it will automatically be unassigned from any user, which may impact their system access. It’s important to check all linked users prior to archiving an ACG to ensure that their correct access permissions are maintained. 

To archive an ACG, go to Config > System Setup > Access Control Groups > With selected access control groups… > Archive > Confirm.

Important: Archived ACGs cannot be restored internally by System Administrators, so it’s essential that you don’t archive any groups that may be needed in the future. Restoring an ACG from the database will require assistance from the Astute team.

If you need an archived ACG restored, please contact our Support Team, including the details of the archived ACG in your email and our team will advise further. 

Export an Access Control Group and its Data

The Config > System Setup > Access Control Group on-screen report can be exported in .pdf or .csv format, by clicking the Download icon in the top right of the screen and selecting your preferred file format option.

Within an ACG, you can export the current ACG configuration settings or a list of users who are currently assigned to the group. Both of these files are in .csv format. 

To export ACG specific information, click into the individual ACG then:

• click Export list of users to download a .csv identifying all users who are currently assigned the ACG.
• click Export Access Control Group to download a .csv summary of all current configuration for the ACG.