Manage your teams and their access rights

1. La définition d'une équipe

A team defines a set of viewing rights for one or more users. A user can belong to one or more teams.

The objective of creating teams is to restrict the scope of work for users. If several operators are working only on a specific type of equipment, there is no need to display all the equipment.

If a person uses Ermeo only to create forms, then there is no need to display the databases to them (this being unnecessary for this person).

Teams allow to define what a user can see on the platform or on the mobile application.

A user can belong to several teams. The viewing rights will then add up.

2. In practice, how to create teams?

a. Go to the Users tab then click on Teams.

b. Click on New team.

c. Enter a team name.

You can then set viewing rights for your team and add users to it.

3. Manage Viewing Rights:

Viewing rights allow you to define what will be visible to each user. Depending on their viewing rights, a user will be able to see, or not see, different data.

3.1. What are viewing rights?

Viewing rights are defined for teams. Users being associated with teams, they each have predefined viewing rights.

A viewing right can be related to:

documents
resources
users
interventions
resource attributes

3-2 - In practice, how to create viewing rights?

a. In the newly created team, go to the access rights tab.

b. Click on Edit, then select the type of data on which you want to create a condition (Documents, Resources, Interventions). Then choose "Restricted Access", and select the attribute on which the condition is based.

Example:

Let's assume that we want to give full access to this team except at the database level. We want to restrict access to all existing databases except one particular database called "Equipment" (this database is previously created on the platform).

The screenshot above translates this restriction on the access rights of the "Managers team".

This team will therefore only be able to consult the "Equipment" database as well as all documents, users, interventions, reports, and attributes.

You can add "And" in each condition by clicking on the green + button.

To make "Or" in conditions, simply create a new set of conditions by clicking on "New set of conditions".

3-3- Dynamic Access Rights:

A dynamic access right is similar to a viewing right. Viewing rights are defined for teams. Users being associated with teams, they each have predefined viewing rights. To learn more about this feature, please follow the following link: Create dynamic access rights.

3-4- Folders and Access Rights:

Before:

There was no inheritance when setting up viewing rights. Indeed, when a team was allowed to see folder 1, it did not mean that it was allowed to see the subfolders contained in folder 1. The user could therefore see folder 1 and consult the documents but could not consult the documents that exist in the subfolders.
If a user does not have access to a folder, they can still see this folder. However, the folder's content will appear empty to them.)

Starting from April 19, 2024:

When a team is allowed to see folder 1, this means that it is allowed to see the subfolders contained in folder 1 as well as all the documents they include. The user can therefore see folder 1, consult the documents it contains as well as the documents that are in the subfolders.
If a user does not have access to a folder, they cannot see either this folder or its subfolders.

So it is essential to attach great importance to the setting of access rights. This will prevent certain data from being shared with unrelated people.

4. Offline mode:

Defining teams speeds up synchronization time when using offline mode. The generated databases correspond to the users' consultation rights. The more these consultation rights restrict resources, the fewer resources there will be to load when generating databases.

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Notes

It is important to understand the difference between roles and teams
Roles determine what a user can do on the platform or mobile application. These are actions like duplicating a document or creating a user.
Teams define what a user can see on the platform or on the mobile application. These are conditions on resources such as: "The "Marseille" team can see all the equipment whose City attribute is "Marseille".
Roles take precedence over consultation rights set in teams. Therefore, it is important to properly set up roles and consultation rights to avoid conflicts in the rules.
In each team, you can define leaders.
Consultation rights can influence the result of resources selected using an Automatic Selection block.

Questions:

Why can't I view a document, a resource or an intervention?

If a section is not visible on your platform, it means that you are not authorized to see this section. This therefore depends on your consultation rights and the teams to which you are assigned. If a name or any data is not visible or does not appear, then the problem probably comes from the setting of consultation rights.

Can we define consultation rights only for a part of a database?

You can use restricted consultation rights so that one or more cannot have visibility of only a part of the database.