User Groups Overview

What Is It?

User Groups can be found under the Organization Settings section of the System Settings page. This feature allows agency staff to create and manage user groups within the organization.

User Groups are used throughout the system to streamline task assignment and step visibility. They can:

• Be optionally assigned to steps in the Steps page
• Be used as a filter on the Steps and Applicant Portal Rules pages
• Be assigned to tasks, instead of assigning them to individuals

Grouping users improves workflow efficiency by organizing staff based on department or function, and helps clarify responsibilities across steps and tasks.
 

How Does It Work?

Within the Users section of the Settings page, agency staff can assign users to specific User Groups. Once assigned:

• The system can delegate tasks to a User Group rather than an individual
• User Groups help visually distinguish steps in the system through color indicators (though color selection is not customizable)

Parts of the User Groups Page

• User Group Table
  Displays a list of existing User Groups, the number of users in each group, and options for editing.
• Add New User Group Button
  Clicking this button allows staff to add a new User Group directly to the table.
   

Important Things to Note

• Color Choices
  User Groups are color-coded within the interface; however, custom color selection is not currently supported.
• Supersede (Guide)
  If a step must appear before others in a Permit Guide, all relevant steps must belong to the same User Group.
  This is particularly useful when submissions are exempt from guide steps or when the Permit Guide is not applicable.