Event access groups are a way of controlling which events your Eventsforce users can access. This can be used by companies with different departments or factions to limit event access for users to events within their assign event access group.
For more information, you can view our webinar "Managing users and groups within Eventsforce", using the password Efclient39.
This article will cover:
What are event access groups?
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.
Creating event access groups
Access groups can be created and managed by administrators in Eventsforce. Users without “administrator” access will not see the “Event Access Groups” option in their menu.
To create an event access group:
Go to System settings > Security > Event Access Groups
Select the 'Create new' icon (+) to create a group.
Enter a name for the group
Adding groups to groups
Event access groups can contain other access groups within them, allowing administrators to build a permission structure with various levels (ex: ‘USA’ can be a subgroup of ‘Americas’, or ‘London’ can be a subgroup of ‘Europe’).
You can edit a group to nest other groups inside it as subgroups:
Select the group you wish to add other groups to
Click the edit button or from the tool menu select “Edit…”
Search-as-you-type for the group name and select it to add it to the 'Contains' list
When you have finished adding groups select "Change"
Tip: The horizontal line in the checkbox indicates that a group is only a member of some of your selected groups.
How to assign event access groups to events
Once event access groups are created, you will need to set up the association between the event and the event access group. Assigning event access groups to an event can be done for an individual event within the event's properties page, or in bulk using the event selection page.
Assign event access groups to an individual event
Go to Setup > Event > Properties
Click the “Advanced” button at the bottom of the page
In the ‘Event Access Group’ section, begin typing the group name OR click the box and apply/remove the desired groups
Assign event access groups to multiple events
To save time, you can also assign event access groups to events in bulk. The ability to change access for more than one event can only be done by users who are members of the group “All Events*”.
To assign groups to multiple events:
Go to Events > Show all Events
Select multiple events by using the Ctrl, Shift, or Command key on your keyboard
From the 'Tools' menu, select “Change events access groups…”
Select the checkboxes to add or remove event access groups
Note: The horizontal line checkbox indicates that only some of the events are assigned the group.
How to assign event access groups to users
Once event access groups have been added to your Eventsforce account and assigned to events, you will want to assign events access groups to users.
The event access group a user is assigned will determine which events they are able to access.
Adding users to event access groups individually
Users can be added to event access groups individually, or in bulk using the same process. This is a property of each user. Adding users to groups:
Go to System Setting > Security > Users
Click to 'Edit' a user
In the "Event access groups:" field, begin typing the name of the event access group or click the field to view a dropdown of groups
Select one or more groups to assign to the user
Adding users to event access groups in bulk
The bulk assigning of event access groups is done by selecting one or more users from the list of users:
Go to System Setting > Security > Users
Select one or more users (hold "CRTL" or "Command" to select more than one)
Use the 'Tools' dropdown and select “Change event access groups…”
In the popup, select the checkboxes to add or remove event access groups
Note: The horizontal line checkbox indicates that only some of the users are assigned the group.