Groups Overview
Purpose/Overview
In this article, you’ll learn how to use the Groups feature to organize users by role and manage access more efficiently. Groups let you configure permissions, responses, registration codes, and other settings once at the group level—so every member automatically inherits them.
This approach saves time, reduces errors, and keeps settings consistent across teams or departments. Groups are especially helpful for:
Standardizing permissions across teams
Controlling access to responses, folders, or registration codes
Managing indicators and other shared settings at scale
TABLE OF CONTENTS
Navigation Path:
To access this feature, go to Utilisphere > System Management > Administration > General > Groups
Things to Know:
- Permissions required: ViewUsers, ModifyUser, ModifyUserGroups
- Version differences: Available options may vary by system version
- Behavior notes:
Users in multiple groups inherit all permissions from each group
When adding users, you can also remove them from other groups
- For environment-specific questions, check with your system administrator
Key Benefits/Use Cases:
- Streamlined Access: Assign permissions once to a group, not each user
- Team-Specific Workflows: Provide regional or departmental responses
- Controlled Resource Access: Ensure the right people see the right data
How It Works:
Add a Group
Go to System Management > Administration > General > Groups.
On the Group Summary page, click Add a Group.
On the Add a Group page, enter the group’s Name (e.g., “West Region Team”) and optional Description.
Click Add to open the Group Details page for further setup.
Now you can configure the various tasks for the group you created. Note: Task items vary depending on the Group.
Modify a Group
From the Group Summary page (System Management > Administration > General > Groups), select the group name.
Use search, sort, or paging as needed.
On the Group Details page, update tasks.
View Group History
- Scroll to the History section on the Group Details page to view an audit trail.
Task Items:
Below is a list of all task items available within Group Management, along with their functions. These items determine what group members can see or do within the system.
Group-Level Tasks | |
| Modify the Group: | Allows administrators to edit group settings such as the name, description, and assigned permissions. |
| Select Permissions: | Defines what actions group members can perform (view, edit, delete, manage, etc.) across the platform. |
| Add Users to the Group: | Adds existing company users to the selected group so they inherit its permissions. |
| Delete Users from this Group: | Removes users from the group without deleting their company account. |
Access & Visibility Settings | |
| Select Filters: | Controls which filters are available for this group when viewing data (e.g., tickets by state, locator, or customer). |
| Select Screens: | Defines which application screens or modules the group can access. |
| Select Indicators: | These settings control related alerts, as described in the Account Menu article. Group-level selections can override individual user settings if needed. |
| Select Reports: | Controls access to standard Utilisphere reports. |
| Select Power BI Reports: | Allows the group to view embedded Power BI reports, dashboards, or visualizations. |
| Select Ticket History: | Provides access to historical ticket data for review, analysis, or auditing. |
| Select Customers/Registration Codes: | Determines which customer records and registration codes this group can access. |
Communication & Responses | |
| Select Responses for Group: | Specifies which ticket responses group members are allowed to submit. |
| Select Quick Responses for Group: | Allows the group to use pre-configured “quick responses” for faster ticket handling. |
Mapping & GIS Layers | |
| Select Default Map Layers: | Defines the default map layers visible to group members when opening the map. |
| Select Limited Map Layers: | Restricts the map layers group members can access beyond the defaults. |
Group Options & Maintenance | |
| Select Group Options: | Allows configuration of additional settings that affect how the group interacts with Utilisphere. |
| Manage Actions for Apps: | Controls what application actions (e.g., create, edit, delete) the group can perform within App Designer forms. |
| Delete this Group: | Permanently deletes the group from the system. |
| Go to Company Users Group: | Navigates to the company-wide user group page for broader management. |
Complex Task Items
The following items may appear for a group depending on permission settings or other system configurations. They may vary by setup:
Advanced Reporting Access: Some report visibility depends on both group permissions and the company’s enabled reporting features.
Custom Map Layers: Access can be controlled at both the group level and through GIS administrator configuration.
Customer/Registration Code Restrictions: These may tie into external system integrations or company-defined rules.
Application Actions: The ability to manage actions may be tied to both group role and app-specific configurations.
Questions? Contact us!
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