Webtools Answer Board

  • Using security groups for assigning Webtools admins

    Sep 3, 2021 12:30 pmGroups

    Webtools may have security groups from the Group Manager added on the Privileges tab. People can be added to the group rather than on each Webtool. And transferring Webtools or assigning additional staff members is as easy as adding a person to a group.

    To create a security group:

    1. In the Group Manager click 'create'
    2. Choose a 'Security and Privileges' group
    3. Click the 'create group' button and give the group a name
    4. Add people on the Manage tab

    The security group is now ready to use throughout Webtools. This group will be available to choose when assigning access on the Privileges or Access tabs in any of the Webtools. For instance, if this group was added as an admin on the Privileges tab in the Calendar; anyone in that group would be an admin for that calendar.  

    Setting the security group as the default admin

    When creating anything on the Webtools Create screen, this is the recommended way to do it:

    Create a Security Group
    In the Groups tool, create a new “Webtools Access and Privileges” group. We suggest naming it something like “Webtools Email Admins,” "Webtools Calendar Admins," or “Webtools Admins.”

    1. Add Members
      On the Members tab of the group, add yourself and anyone else who should have access to the Webtool you are creating.
    2. Creating
      When you press the Create button, you’ll be asked who should have administrative access. You have two options:
      • Assign access to just yourself.
      • Assign access to a security group (recommended).

    Choose the group you created in Step 1 — e.g., Webtools Email Admins.

    1. Create Default Permissions
      Each tool will remember the last choice used as the default going forward, so your group will automatically be assigned as the admin.

    Even if you’re currently the only person using a tool, we still recommend using a security group. Why? If you’re ever out of the office, all you need to do is:

    • Go to the Manage tab of your security group.
    • Add a temporary team member.
    • That team member will instantly have access.
    • Remove them when you return.

    This method gives your team flexibility and ensures continued access without needing to update each email individually.