In this article, you will learn what Profile Groups are and how to configure them correctly to manage your team's access.
For a user to be able to view data or perform actions on the IDCloud Portal, it is not enough just to create their user account. It is necessary to associate them with an access profile:
- • Profiles: Define WHAT the user can do (e.g., only view, create processes, or manage users).
- • Units: Define WHERE the user can operate (which branch or business unit the data will be accessed from).
💡 Structure of Profile composition
Product + Profile (if any) + Branch
Examples of Access Groups:
- South Zone Unit Administrators;
- West Zone Unit Administrators;
- São Paulo Administrators (Contains both units – South Zone and West Zone);
- All Units Administrators (all company units).
The term "Unit" refers to any organizational unit of your company (e.g., Branch, Store, or Partner).
What is the new "Groups" (of profiles) feature?
In summary, it is the feature that allows us to assign a specific access profile to a group of users.
Practical example: You can create a group called "Operators - Downtown Store". Those in this group will have the "Operator" profile limited only to the data of the "Downtown Store".
How to create profile groups
1. In the side menu, select the option "User Management".
2. At the top of the screen, locate the table and click on the "Groups" tab.
3. Click the blue "New Group" button located at the top right corner.
4. In the "Name" field, give the group a clear identification.
6. Choose the desired access profile (restricted to 1 profile per group).
7. Click and select the units (branches/stores) that will be part of this group.
Note: This option is available only for some profiles.
Notice that profiles with none, one, or more units are indicated on the screen, as highlighted in green below:
8. In the Description field, write a brief explanation about the purpose of this group.
Finish: Review the data and click the button.
9. A confirmation message will appear:
Adding Units to the Profile Group
This feature is ideal for companies with a Headquarters and Branches. When configuring, you will find auxiliary icons:
Allows automatic access to be granted to all subdivisions below the selected level.
Example 1: When selecting level 1, access is extended to all lower levels.
Example 2: At level 3 (lowest level), selection must be manual, ideal for specific access.
After selection, a green description will inform how the accesses were assigned:
How to Edit or Delete a Profile Group
Locating the options
In the Groups tab, locate the three dots on the right side of the group row.
Editing and Deleting
1. Click the three dots and select the desired action.
2. For deletion, enter the exact name of the group.
Before deleting, check if there are no users linked. Deletion immediately removes access for linked users.