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Overview

You can apply User Groups to define different rules attached to a user’s profile. A user’s access to services and other options is determined by the Groups assigned to that user. Common group profile options include:

Forms of payment
Policy groups
Policy display configuration
PCCs
GDSs
Company profile

For example, an organization can configure travel services to allow and disallow certain kinds of bookings to control spending. A company may have a travel policy that allows executives to fly business class, but requires non-executive employees to fly only coach/economy class.

Group Structure and Hierarchy

To view the current groups for a cloned site:

From the partner dashboard home page, select the Groups tab to display the Groups Overview screen.

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

By default, all users are part of the Everyone group. In this example, there are also three additional groups: Guest, Manager, and VIP. Any user who is not part of one of these groups, is part of the Everyone group.

A brief description of each group identifies the definition of the group. In this example:

The Guest group is defined by the First Name as Guest in the profile.
The Manager group is defined by
The VIP group is defined by the a Division profile field.
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.

Need to Know

Groups are defined by traditional profile fields only. Custom profile fields cannot be applied to groups.
ET: Added comment about custom profile fields.
Groups are cloned over from your template during the cloning process. However, you can create new groups or remove cloned groups from your site.

Workflow

There are several steps to configure and apply User Groups:

Define the profile fields for the group that you want to create. Because groups are based on profiles, determine any fields that are needed to create a group.
Create and configure the group.
Confirm that service rules rules are activated before test.
Test the service group.
Apply a group to users.

ET: Does this capture the flow accurately?

Define Profile Fields

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

Note:

Groups are defined by traditional profile fields only. Custom profile fields cannot be applied to groups.
You can dedicate a profile field to be used specifically for configuring different policies. Use this dedicated field any time you want to define more than VIP, Guest and Default/Everyone groups.

In this example MIS Field7 is defined. This field is dedicated as the policy group field for all sites that need more than the basic VIP, Guest and Default/Everyone groups.

From the partner dashboard home page of a cloned site, select the Settings link.
From the Settings tab, select the Profile Field Settings link.
Select the Configure Profile Field link.
Choose a profile field to change. In this example, the MIS Field 7 field name is changed.
In the Display Label column. In this example, the Policy Group display label is entered.
Note: The Field Name is the name used to program profiles and for PNR mapping. The Display Name is label displayed to customers.
Complete the profile settings detailed in How to Configure User Profile Settings.
After all settings are complete, select Save to redisplay the

Create and Configure New Groups

To create a new group:

From the Groups Overview screen, select Add a New Group to display the Edit Group screen.
In Group Name, enter an easily recognizable name for the group. In this example, the VIP group is created.
In Group Description, enter a brief definition for the new group.
In the Group Use section, select the rules that define this group. Please note that:
Note: Typically only Service Rules are applied to all groups because the other rule types are inherited.
- Service Rules
  Required. Allows you to apply rules such as policy, policy display, rail services, and car services.
- Account Rules
  No longer used.
- Groupware Rules
  Inherited. Calendar or ICal integration.
  Note: Do not check this box.
- Display Options Rules
  Inherited. Display configuration, date, time, currency and time zone.
  Note: Do not check this box unless you need groups to default to a different display configuration. For example, groups with users in different regions, such as the United States and United Kingdom.
- Web Services Rules
  Inherited. Profile synchronization.
  Note: Do not check this box unless the group synchronizes to a different PCC or company profile.
- Mobile Rules
  Inherited. Allows for mobile access.
  Note: 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.
After you select a Rules checkbox, the Group Parameters are displayed.
Select the drop-down arrows to complete one or more parameters for the selected rule.
- Data fields are case sensitive.
- The data must be entered exactly the same as it is entered the corresponding profile field that will be defined in the next task. For the Guest data field, duplicate the name in the user account.
  Examples
  - Guest Group
    In this example, the parameters for the Guest group are defined as all users with the first name of Guest in the profile.
    ET: I added the list numbers because the original text includes labels that are not displayed in the UI.
    - Parameter value [first list]: Select Users.
    - Profile attribute [second list]: Select First Name.
    - Clarification attribute [third list]: Equals.
    - Data field: Enter Guest.
  - Manager Group
    - The first parameter defines the Manager value.
      - Parameter value [first list]: Select Users.
      - Profile attribute [second list]: Select Policy Group.
      - Clarification attribute [third list]: Equals.
      - Data field: Enter Manager.
    - The second parameter excludes Guest users from also being in the Manager group. Select Add Parameter to display another parameter row.
      - Parameter value [first list]: Select First Name.
      - Profile attribute [second list]: Select Policy Group.
      - Clarification attribute [third list]: Not Equal to.
      - Data field: Enter Guest.
  - VIP Group uses the same type of parameters as the Manager Group.
    - The first parameter defines the Manager value.
      - Parameter value [first list]: Select Users.
      - Profile attribute [second list]: Select Policy Group.
      - Clarification attribute [third list]: Equals.
      - Data field: Enter VIP.
    - The second parameter excludes Guest users from also being in the VIP group. Select Add Parameter to display another parameter row.
      - Parameter value [first list]: Select First Name.
      - Profile attribute [second list]: Select Policy Group.
      - Clarification attribute [third list]: Not Equal to.
      - Data field: Enter Guest.
After all values are completed for a parameter, select Save.

Update Groups

To update groups:

Select the group name link in the Name column.

Groups have been Created.

Task

Process / Helpful Hint

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!

WORKING SECTION – Ellen

Move to the bottom of the screen and select Save.

Define Profile Field

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.

Customize Profile Fields:
- Define if the field will be a list or text.