Limiting user access to certain organizations

This topic describes how you might limit user access to certain organizations.

At either the user or the group level, you can place limitations on which organizational accesses each user has. If you don't specify that a user is allowed access to all organizations, they will be limited to the organizations you assign.

When someone on your team has access to only the organizations they work with, they see fewer search results and therefore it will be easier to find information that helps them perform their job.

You have two ways to limit access:

  • At the user level. For example, you may have a few office coordinators or account managers who only need access to a small, custom list of organizations.
  • At the group level. This is the easiest way to manage access for a larger team. For example, you may have members of the tech team that need access to a large number of organizations, but not all organizations.

Prerequisites

  • You must have Manager or Administrator level access.

Instructions

Limiting access at the user level

  1. Navigate to Account > Users.
  2. Click the pencil icon to edit one of your users (or add a new user if needed).
  3. In the Organization Access section (lower right), search for and select one or more organizations that you want the user to have to access to.

    add_organization.png
    Important. Each user must be given access to at least one organization.
  4. When you're done, click Save.

To remove an organization

  1. Open the user's profile.
  2. In the Organization Access section, find the organization you want to remove.
  3. Click the trash can icon beside the name of the organization.
  4. Click Save.

Limiting access at the group level

  1. Follow the steps further above to create new users, but without adding all of the organizations at the user level. For these instructions, you'll add organizations at the group level instead.
  2. Navigate to Account > Groups.

    Account_groups.png

  3. Edit one of your groups (or create a new group if needed).

    groups_edit_icon.png

  4. In the Members section (lower left), search for and select the user you want to add to the group. Repeat this step to add multiple users.



  5. In the Organization Access section (lower right), search for and select one or more organizations that you want the group to have to access to.



  6. Click Save when you're done.

After you click Save, the group members will have immediate access to the organizations defined by that group.

To remove an organization

  1. From Account > Groups, edit the group by clicking on the pencil icon.
  2. In the Organization Access section, find the organization you want to remove.
  3. Click the trash can icon beside the name of the organization.
  4. Click Save.

 

Notes

  • You should add your senior staff to all groups unless there is reason not to. This will ensure that they can see everything that's being created in IT Glue and can manage groups and access settings so that information will be accessible to all the required groups.
  • If there are organizations assigned to the user and to the groups that they're a member of, the accesses will be combined.
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