This article is a guide to Access Groups.

Access Groups are used to control and segregate data in Unity® Entity Management and are created and managed by Administrative users. They allow Entity and People records to be assigned to specific groups, ensuring that only users within those groups can access them.

Entity and People records can be linked to multiple Access Groups. Records linked to the Default Group are accessible to all users.

Creating an Access Group

To create an Access Group:

1. Navigate to the Access tab from the main navigation panel
2. Click Access Groups
3. Click + New
4. In the New Access Group modal, enter the Access Group name
5. Click + Add Entities/People to include existing records
   • Optionally include all affiliated records
6. Click + Add Users to assign users and user groups, set roles, and define an access expiry
7. Click Create

Adding Users to an Access Group

To add a user to an Access Group:

1. Select the Access Group
2. Click the Users tab
3. Click Add
4. Click + Add Access
5. Select the user(s) and/or User Group(s)
6. Assign the appropriate Role
7. Define an access expiry
8. Choose whether to send an email notification
9. Click Submit

Linking Existing Entity and People Records

To do this:

1. Select the Access Group
2. Click the Profiles tab
3. Click + Add
4. Select Entity or Person
5. Select the record(s)
6. Click Select

Linking a New Entity and People Records

To do this:

1. In the New Entity or New Person window, locate the Link with Access Groups field
2. Select one or more Access Groups from the dropdown

Removing Users from an Access Group

To do this:

1. Select the Access Group
2. Click the Users tab
3. Select the checkbox beside the user(s) and/or User Group(s)
4. Click Actions
5. Select Revoke Access

Removing an Entity and People Records from an Access Group

To do this:

1. Select the Access Group
2. Click the Profiles tab
3. Select the checkbox beside the Entity or People records
4. Click Actions
5. Select Remove

Archive an Access Group

1. Navigate to the Access tab from the main navigation panel
2. Click Access Groups
3. Select the Access Group
4. Click Archive
5. Review any active records in the group

6.  Click Archive again to confirm