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Event access groups (Reference)

A reference guide to understanding event access groups.

Ben Dharmanandan avatar
Written by Ben Dharmanandan
Updated over a week ago

Events access groups are a new way of controlling which events your Eventsforce users can access. This feature combines a number of existing restrictions on your users into one place.  It combines the properties of the user, their role, and where used, the feature 'Departments' so that you can create groups of users who access groups of events. For more information, you can view our webinar "Managing users and groups within Eventsforce", using the password Efclient39.

How does it all work?

Watch our short video below to better understand event access groups:

Event access groups are groups of users, but can also contain other event access groups. When an event is created or copied, the access to it can be granted by adding one or more event access groups. Users that are part of the named access groups will be able to see and access the event.

To prevent loss of access to events and to reflect the former role property “Has access to all events”, all events in your account are added to the special event access group “All events*”. Users who are members of this group will be able to see and access all events.

What happens to when I turn this on?

  1. We will create the group “All Events*” and add it as a property to all your events

  2. Users with “Has access to all events” active in their role will be given the event access group “All Events*”. If you are using the feature Departments, only users with no set department will be given the event access group “All Events*”

  3. We will also create a group for each user who did not have access to all events. These will be named using this convention “[Firstname Lastname] - event group”

  4. When a person without “All Events*” creates an event, they have to set an access group for the event. If copying an event the access groups are also copied by default. The user cannot remove groups that they are not members of.

Can I turn it off?

Once you have moved to the new pages, there is no way to move back to the former way of setting up access to all events, specific events, or departments.

How do I set this up?

Start simple! We recommend that you don’t rush into creating a complex structure of groups, sub-groups and their members. By default, all users with “Has access to all events” in their former role type will be added to the group “All events*”. All users who did not previously have access to all events will be the sole member of their own access group. Therefore, access to events hasn’t changed.

How do I assign event access groups to my users?

Once event access groups have been created, you will want to assign event access groups to users. 

How do I assign event access groups to my events?

Granting event access is a property of each event. It is a required property of all events unless the person creating them is a member of the group “All Events*”. The field in the Details section does not show the group “All Events*”, as all events are automatically added to this group and cannot be removed.

How will event access groups work with departments?

The “Event Access Groups” feature replaces the “Departments” feature. It will enable you to have more flexibility in reflecting your organizational structure in your Eventsforce account. 

Can an access group be a member of more than one access group?

Yes. We often think of organizational structures as rigid hierarchies, where there is no crossover of branches. This might be the optimum way of organizing work or responsibilities, but there are often ad-hoc situations where access needs to be granted outside of these structures. Event access groups can be contained in one or more group. For example, your events are run on a local level in your global organization, there are event access groups for continents and for countries. There might be countries like Turkey which exist in two continents. There might be ad-hoc situations where the sole event manager in Brazil leaves, and the responsibility for their events gets transferred to the nearest Portuguese speaking team in Portugal. In this case, the group Brazil is added to the group Portugal. The area manager for South America can see the Brazil events, but not the other events run by the team in Portugal.

Can users create reports on events they don’t have access to?

Currently, users that have the role function to create/edit reports have no restrictions on which events they can create reports for.

What happens when I duplicate events?

The event is duplicated, but only event access groups that you have can be copied to the new event.

How do I find out what department users had?

This report will output the former Department information:

  1. Go to Reports > Reports

  2. Select “+” to create a new report

  3. Select “People” as the Data source

  4. Add filter - “isBackEnduser” = 1

  5. Add columns for: Firstname, Lastname, Email, Department, Person ID

  6. Save & Run

Reporting on which events have which event access groups

We have added the column "Event Access Groups" to the 'Events' data source. The “split and count” feature can be applied to this column to give a full picture of which events have been assigned to which event access groups.

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