To manage groups, click the Groups tab. The Groups | Overview page appears.
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In order to control spending, organizations can configure services such as Travel to allow certain kinds of bookings and disallow others. For example, a company may have a travel policy that allows executives to fly business class, while non-executive employees are allowed only to fly coach or economy class. Groups make it possible for you to assign different rules to different types of users. A user’s access to services and other options is determined by the groups to which the user belongs.
When you set up a service, you can set up rules for using the service, and then apply those rules to different groups within your organization.
Each user belongs to at least one group called the Everyone group. By default, all users belong to this group. The Everyone group is the default group that applies to all employees of a company. You use it to define a default set of rules for all employees. These rules can be overwritten by rules that are assigned to groups with a higher priority.
To implement a travel policy that allows executives to fly business class, while non-executive employees show business class as "out of policy", you can create two travel policy sets and assign them to two groups:
The policy sets have within them lists of policies, such as the Business Class Policy.
Once you have defined the groups under the Groups tab, and the policy list and policy set for each group, you assign the set to each group under the Rules tab as described in Rules Tab for Managing Rules.
Groups are prioritized under the Rules tab for each type of rule. The priority controls which rule will be applied if a user is a member of more than one group. The lower the priority number (located at the top of the list), the higher the rule priority this group will have. If a user belongs to more than one group, the group with the lowest priority number (the one appearing closest to the top of the list) is chosen first to govern the access and options available.
The Priority column appears to the left of each group when editing rules under the Rules tab. See Rules Tab for Managing Rules for details.
Group parameters define who the members of the group are. Only user accounts matching all of the defined criteria are included in the group.
Parameters can include the values of fields stored in a user’s profile. For example, you could define a group based on all users whose department name is equal to "Sales” or whose VIP indicator is checked in the profile. A group can also be defined by information not in the profile, such as membership in another group. For example, you could create a group for all employees in the VIP group whose location does not include a country code of "U.S.”
You can create a group based on multiple parameters – for example, you could define a group consisting of all users whose department name equals "Sales” and whose time zone equals "Pacific.” A member of this type of group must match all of the parameters specified.
To add a new group, click the Add a New Group link. The Groups | Add Group page appears. Follow these steps:
Tip: You can quickly define a group that includes only guest traveler profiles by using the following parameters in Step 4 above: User, Is Guest User, Is Not Null.
Tip: To reduce the number of profiles that are sent out to global distribution systems (GDSs) to only those users who actually travel and have travel preferences, you can define a group using the Is a Traveler parameter User in Step 4 to include only those users who have travel preferences.
Note: To commit all of your changes after saving them, click the changes not applied link at the top of the page. The Commit Changes page appears. Click the Commit button.
To edit an existing group, click the group's name in the Name column. The Edit Group page appears. Follow the steps above to edit the group information.