Groups

On the tab Administration - Users - Groups you will find the existing groups in the system and you can add new groups.

Groups can be used for different purposes. You can read more about each purpose further down in this section. A person can be part of several groups for different reasons. For example, a person can be in a group for approval, another group to get certain specific rights and a third because there is a need to make selections on the group when creating reports in Millnet Analyze.

In addition to other groups created for different needs, there is always a ‘standard group’ that all users are members of. A common name for that group is ‘All users’ but it can have other names. When a new user is created, they are automatically always included in the ‘All users’ group. The ‘All users’ group cannot be deleted from the database.

Create a new group

Users with Adminstrator authorisation have the right to create new groups. This is made on the tab Administration - Users - Groups.

To create a new group, proceed as follows:

1. Click on the Create group button.

2. Give the group a group name. Groups can be used for different purposes, therefor it is a good idea to give the group a name which helps to explain the purpose of the group. For example, you may choose to name a group to be used for approval as ‘APPROVAL: Team ABC’. Read more about the different uses of groups below.

3. Give the group a description (optional). The description is presented next to the group name in the list of all groups and when you hover over the group names inside the user card where you can see which groups a user belongs to.

4. Save.

5. Add group members to the group.

6. If necessary, give the group rights and tick any areas of use. NOTE! This is only necessary if the group is to be used to give users specific rights or when the group is to be used as a project member, as a project leader/invoice manager group or for payroll export/payroll. Do not give the group rights or mark areas of use that you are unsure about. Read more about group rights and when it's useful below. For example, if a group is to be used as an approval group or selection group, no rights are needed at all and no marks are needed under the section "Can be used for" in either of these two cases.

Add user to group

A user can become a member of a group in two ways:

1. Go to the tab Administration - User- Groups, find the group you want to add the user to and click on the pen, mark the user as a group member, save.

   

2. Go to the tab Administration - User - Users, find the user you want to add to the group, click on the pen and scroll down to the Group section of the user card, select the group, save.

Different uses of groups

There is usually needed to create a number of groups for different purposes. Below you find a description of the different uses of groups in the system and how to make the right settings to make the group work as intended. The same group can be used for several purposes - but this can easily become complicated - so it may be more simple if you try to name the groups according to their purpose and stick to a few uses per group.

Approval group

To make a user to an approval manager for a number of users, these users need to be part of an Approval Group. To create a new Approval Group:

1. Create the group by clicking on the Create Group button and give the group a group name and description.

2. Add members to the group.

3. NOTE! No Group rights need to be selected inside the group card and no selections need to be made under Can be used for.

4. What makes the group an Approval group is that a user is selected as the user responsible for the group (approval rights). This is done inside the approval user's user card in the tab Administration - Users - Users

Once a user has become an approval manager by ticking at least one group in the column Approval rights in the user card, the user will receive a link in their time registration view to the Approval view. A user can be an approval manager for several groups. All groups for which the user is specified as an approval manager appear as selectable filtering in the Approval view in the ‘Users/Groups’ selection list. Read more about the Approval view in the relevant section if you want to know more about what the right to be an Approval manager means.

Group used for payroll item rules

A group used for payroll item ruels is defined by it is selectable in the tab Administration-Settings-Payroll-Payroll item rule. Sometimes there is a need to link a certain group of people to a special wage type - then a payroll item rule group is needed. A typical use is when you like get the number of hours worked for the hourly employees in the salary file.

To create a payroll item rule group, do as follows:

1. Create the group by clicking the Create Group button and giving the group a group name and description.

2. Add members to the group.

3. Mark ‘Payroll item rules’ in the ‘Can be used for’ section.

1. The ‘Payroll item rules’ checkbox under ‘Can be used for’ allows the group created to appear as a selectable group under Administration-Settings-Payroll-Payroll item rules.

Payroll export group

When a payroll file is created from the Approval view, there may in some cases be a need to create a salary file for a specific group of people. To enable this, the group needs to be a Payroll Export Group.

To create a payroll export group, follow these steps:

1. Create the group by clicking on the Create group button and give the group a group name and description.

2. Add members to the group.

3. Mark "Payroll export" in the "Can be used for" section.

Member group

Member groups are the groups that can be selected as members of projects. Being a member of a project means that the project appears in the time registration view of the current user. When a group is a member of a project, thie means that all users who are members of the group automatically become members of the projects of which the group is a member. The project will then appear in the registration view of all the users who are members of the member group.

To make a group selectable as a member of a project, the group must be marked as ‘Project member’ in the ‘Can be used for’ section of the group card. To create a new member group, proceed as follows:

1. Create the group by clicking on the Create group button and giving the group a group name and description.

2. Add members to the group.

3. Mark "Project member" in the "Can be used for" section.

   
4. The group will thus appear as a selectable group in the project card.

   

Price list group

No special settings are required for a group to be used as a price list. To create a price list group, proceed as follows:

1. Create the group by clicking on the Create group button and give the group a group name and description.

2. Add members to the group.

NOTE! It is important to ensure that each person appears in only one of the price list groups that appear in the same price list.

Groups can be used in the price list for a couple of different reasons:

• The users included in a given group have a specific price. Example: You have three different price levels that are determined by who has done the work. Staff are divided into different "price categories". The price categories are represented by price list groups.

• You want to control the booking of revenue to different accounts depending on who did the work. Example: You have a bunch of sub-consultants in your organisation. The sub-consultants report time in the system and there is an integration to an external financial system. You create a group and put all sub-consultants in that group. Use the group in the price list and select a specific jobarticle in the price list row connected to the group.

Project Leader Group and Invoice Manager Group

If there is a need to share responsibility for projects in terms of the role of project leader and/or invoice manager, groups can be used for this purpose.

To create a project leader group and/or an invoice manager group, proceed as follows:

1. Create the group by clicking on the Create group button and give the group a group name and description.

2. Add members to the group.

3. Mark "Project leader" and/or "Invoice manager" in the "Can be used for" section.

   

4. The group then becomes selectable in the project card when selecting the project manager and/or invoice manager for the project.

   

When a project leader group is selected as the project leader of the project, this means that users who are members of the project leader group have the possibility to create project reports for the project (the first step in the invoicing process) and follow up on the project. Just keep in mind that the user personally also needs to have the user right ‘Project leader’ in their user card (to access the necessary tabs).

When an invoice manager group is selected as the invoice manager for the project, this means that users who are members of the invoice manager group have the possibility to create invoices for the project (in the invoice module) and follow up on the project. Just keep in mind that the user personally also needs to have the invoice manager user right in their user card (to access the necessary tabs).

Groups with rights

Groups can also be used to assign different rights to the users who are members of the group.

To create a rights group, proceed as follows:

1. Create the group by clicking the Create Group button and give the group a group name and description.

2. Add members to the group.

3. In the section "Group rights", mark the group rights that the group should have.