Create an organisation chart, organize your users by location, etc. in your Kizeo Forms account and add a Group leader
Let's take an example, a director wants to deploy Kizeo forms on several locations. To save time and facilitate the management of forms, she decides that a group = a location.
For organisation purposes only one Kizeo Forms account is created and she will be the administrator of the account. The account will include a dozen users to begin, divided into two groups and subgroup. Each group corresponds to a site.
Note: The Parent group is the group belonging to a group of users. This enables it to define its place in the hierarchy. The Business account is the highest in the hierarchy.
You can now begin your account tree, by creating the 'sub-groups’ that will be attached to the different main groups: Click on New group of users and choose the parent group that belongs to this group.
First of all, you need to create users to d so, go to the My Users tab on the administration interface
In Kizeo Forms, there are different levels of users. You already know:
User: Enter data on the Kizeo Forms application.
Administrator: Manages the overall Kizeo Forms account.
And finally the Group leader
A kind of intermediate administrator with more rights than the user, but less than the administrator. Attached to a main group. Thus, group leaders can create or change forms, users, group leaders and groups of users and recover data for their group.
A group leader can create or change users, groups (if given the right) and forms. However, access will be more or less limited depending on its creator.
A group may have more than one group leader; therefore a group leader may manage several groups.
Important: you can give a restricted access to a group leader by choosing the group and selecting the 'Read-only' option (see details below).
To choose this option, go to Group of users on the administration interface> Click on the settings icon button , you will be able to select the roles for each group leader, one of those two options:
Group leader Read-only: the group leader can see the forms, the data and export it. However, he cannot modify it nor delete it.
Group leader: the group leader can see, modify, delete the forms and the data and export it.
NB: It is impossible to change the level of access to a group if this group is the group leader's main one. How to create a group leader: It is the administrator who assigns in advance the group leaders.
To do this, go to Administration interface-->My Users
Click on Create a User or modify existing user by clicking the pencil icon and select Group leader
Choose whether to give the group leader the option to create users and/or groups.
Choose the main group for the group leader. You will then be able to modify the status of the user. For the Group Leader, you can click the scroll bar to select his main group:
Now that you have created your groups, group leaders as well as your users, you must assign the different users to various groups (Group leaders are automatically attached to their groups during the creation of profiles and linked to the main group, as shown above).
The NorthEast group leader is already configured during the profile creation, as the main group. This group leader will not be able to be removed from this group (unless you change the main group in the group leader’s profile). You may also add other group leaders, whose main group is not the North group. Here we will choose the "EastLeader1" by clicking on Add.
This works in the same way as adding users.
Click on the 'settings icon’ for the group, choose the role as User
Select all the desired users and click on add selected users, you can filter your results by user
The users will be added
By clicking on ' Rights' for the 'Form specific to north users', you access the page for assigning rights. Then you can simply select the group you want to attach this form, then click on the green " Add” button so that rights automatically configure:
We need to take into account when we create a form: the concept of property.
If an administrator creates a form, it belongs to the highest group in the hierarchy: the 'Business account', and by extension the administrator(s). This implies that if an administrator creates a form and then reassigns it to a group, the form could not be changed (including by the group leader). However, the group leader could copy it identically in order to be able to make a change.
An administrator can create a form, assign it to a group and decide to leave the option to the recipient group leader to change it. Only the administrator can manage this aspect. To do this, he needs to click on the owner button of the form.
In summary, when there is a change of ownership, the form is reassigned to a group and by extension to the leader of this group.
It is the same as for the creation of users.
If an administrator creates a new user for a group of user, this profile may only be changed by him (modifying means being able to manage/change the user name, password, email address ... or any items that make up a user profile). The administrator maintains control over the profile of this user.
An administrator can change the ownership of the profile and thus make a particular group leader the owner of the user profile, giving access to the profile to be able to complete/change it, etc. To do this, he need to click on the owner button of the user profile.
NB: Administrators are strongly advised to allow group leaders to manage the creation of users and forms, thus avoiding changes of ownership. Unless the administrator wants to keep control of users’ profiles or forms.