Create User Groups

Benefits / Need to Know

Benefit

• Numerous reasons to utilize groups, below are a few examples.

  • Different forms of payment

  • Different policy groups

  • Different policy display configuration

  • Different PCC

  • Different GDS

  • Different company profile

Need to Know

• Groups defined by profile fields only.

• Groups are cloned over from your template, during the cloning process.

Task

Process / Helpful Hint

Define Groups

• Define how you many groups you will need.

Examples:

• Default/Everyone and Guest.

  • Define the Guest group by first name as guest, and all other profiles will automatically fall under the Everyone group. Remove all other groups from your site if you inherited them from your template site.

• Default/Everyone, VIP as well as Guest.

  • Define VIP Group by VIP indicator profile attribute, and Guest by first name of Guest, all other accounts will fall under the Everyone group.

• Default/Everyone, Manager, VIP, as well as Guest.

  • Use profile field to capture policy group.

  • Demonstrate throughout this article.

Define Profile Field

• Define profile field you will use to capture policy group.

• Hint: Dedicate a profile field to be used specifically for configuring different policies. Use this dedicated field anytime you may need to define more than VIP, Guest and Default/Everyone groups. 

Example:  Dedicate one of the MIS Fields.

• In this example I will be using MIS Field7. I will dedicate this field as the policy group field for all of my sites which need more than the basic VIP, Guest and Default/Everyone group.

• On the Settings tab, select Profile Field Settings.

• Select Configure Profile Field.

• Change the display label for MIS Field7 to  Policy Group.

Reminder:  The Field Name is the name used when programming your Profile and PNR mapping, whereas the Display Name is what the customer will see.

• Under Data Source you will want to check the boxes for the following:

  • Profile Load - Allows field to be captured in an HR feed/profile upload/web service.

  • All Users – Allows field to trigger when an HR feed/profile upload/web service is triggered, whether it be a new user or existing user.

  • Agent Editable - Allows those with Domain Admin Access to the Deem Partner Dashboard/Console to update the field.

  • Admin Editable - Allows those with Super Domain Admin Access to the Deem Partner Dashboard/Console to update the field.

• Under Display in Setting you will want to check the box to allow the admin and agent to have access to the field in the user’s profile through the partner dashboard. The user will not have access to update the field but they will have the ability to view the field.

• Move to the bottom of the screen and select Save

• Best to create a drop-down menu to define the policy.  This is configured by selecting Customize Profile Fields.

• Select MIS Field 7.

• Select List from Field Type options.

• Configure list/drop-down menu under Option Labels and Values:

  • Default=Default   - Indicates Everyone Group.

  • Manager=Manager - Indicates Manger Group.

  • VIP=VIP - Indicates VIP Group.

  • Before the equals sign - Customer view

  • After the equal sign - Will be written to the GDS, and will be used to configure groups, as well as  uploading HR feed/Profile upload files, and Web Services. This field is case sensitive, therefore how you enter the data in this field is exactly how it will need to be entered in the group configuration, HR feed/Profile upload file and Web Services.

Note: Due to GDS restrictions please be sure to refrain from using special characters such as (%^^&$#@!, etc.) after the equals sign.

Hint: It is best to enter the list in alpha/numberic order, as this makes it much easier to add and remove data from the field.

• Select no value as a default.

  • The admin will see Select One in the profile, if policy has not been selected or update through other services such as the HR feed.

• Select Save.

Configure Groups

• Select Groups tab.

• If the group does not already exist, select Add a New Group. 

• If a group exists  select the group to update parameters if necessary.

Note: The garbage can with a red X indicates group is applied to rules.

• Group Name: Enter a name that will be easily recognizable for the group. 

  • Note:  Do not include any special characters in the Group Name.

• Description: Enter a group description, shows only to site admin (Optional).

• Applying Rules.

Note: Typically only the Service Rules are applied to all groups, as the others are inherited.

• Service Rules: Allows you to apply policy, policy display, rail services, car services etc. (Required).

• Account Rules: (No longer used).

• Groupware Rules: Calendar or ICal integration (Inherited do not check this box).

• Display Options Rules: Display configuration, date, time, currency and time zone  (Inherited do not check this box unless you need groups to default to a different display configuration, such as US and UK).

• Web Services Rules: Profile sync (Inherited, do not check this box unless the group is to sync to a different PCC or company profile).

• Mobile Rules: Allows for mobile access (Inherited, do not check this box unless a group should not have access to the Deem mobile app, while another group should have access).

• Dynamic Profile Attribute Assignment Rules: (No longer used).

• Select parameters which will define the group. Remember the Data fields are case sensitive, you need to enter the data point in exactly how you have it in the profile field, and in the case of the guest data field, duplicate how you entered the name in the user account.

Note: In this example I am configuring for a Manager, VIP and Guest group. Anyone who does not fall under one of these groups, will fall under the Everyone group.

• Manager Group

  • Add First Parameter: Defines what user will be assigned to the group.

    • Profile attribute: Select [Policy Group].

    • Clarification Drop-down: Select  Equals.

    • Data field: Enter Manager.

  • Add Second Parameter: We want to insure that the guest user will not fall under this group.

    • Profile attribute: Select First Name.

    • Clarification Drop-down: Not Equal to.

    • Data field: Guest.

• VIP Group

  • Add First Parameter: Defines what user will be assigned to the group.

    • Profile attribute: Select [Policy Group].

    • Clarification Drop-down: Select Equals.

    • Data field: Enter VIP.

  • Add Second Parameter: We want to insure that the guest user will not fall under this group.

    • Because we have a guest group

    • Profile attribute: Select First Name.

    • Clarification Drop-down: Not Equal to.

    • Data field: Guest .

• Guest Group

  • Parameter

    • Profile attribute: Select First Name.

    • Clarification Drop-down: Not Equal to.

    • Data field: Guest.

Note: No need entering a second parameter.

• Groups have been Created.

Enable Service Rules

Prior to testing, validate the Service Rules have been activated for each group. You will need to activate each group that is not currently active.

• Groups followed by a garbage can with the red X are active.

• Click link for further information around Service Rules.

Test Group

Be sure to run a few tests to ensure profiles are being passed to the appropriate group. There are two ways to verify if this is working as you intended. Both will require you to have profiles built in the site, either test accounts or client accounts.

First test to confirm group is working:

• Access user account.

• On the User tab, select Edit User.

• Select Support Information.

• Move to the bottom of the screen you will see enable services: Enabled Services (Group Name).

Second test to confirm group is working:

• On the Groups tab, select one of the groups you have configured.

• Select View Active Users.

• You will see user accounts associated to that individual group.

• Yay! Group configuration is successful!