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Changing a Users "Type" (Internal, External/Collaborative)
Changing a Users "Type" (Internal, External/Collaborative)
Will Goad avatar
Written by Will Goad
Updated over 4 years ago

Sometimes, it may be necessary to change a user's "type" in Workgroups.

For example, if a user used to complete production tasks in Workgroups and now will only be reviewing proofs, you might want to change them from an Internal user to an External/Collaborative user.

Or, if a user used to only make Requests or Review proofs and now will need to be able to edit schedules, you would want to change them from External/Collaborative to Internal.

Let's learn how.

To change a user type:

  • Log in to the Workgroups DaVinci Desktop Application with the Administrator Login Credentials

  • Open the dashboard

  • Add the "People" widget to the dashboard if it is not there already. Do this by clicking "Add Widget" in the upper right corner of the dashboard and then selecting the "People" widget.

  • Go to the "People" widget and click on the user that you wish to edit.

  • Click "Edit" button in the upper right corner.

  • Change the "Login Type" field on the form, and then click the "Save" button in the upper right corner.

You will also want to adjust the users "Access and Permissions" so the user has the correct rights and privileges in Workgroups.

To change access and permissions:

  • Click "Access and Permissions"

  • Check the appropriate "Groups" and "Roles" and Click "OK."

While permissions can be customized, the following guidelines should be helpful:

Common Groups =

  • All Users (provides access/login to Workgroups System)

  • Access.Widget.Jobs (access to Widgets)

  • Administrators (visibility to system reports, Configuration items, etc.)

  • AWS Administrators (allows creation of templates, modifying of calendar, roles, activities)

  • AWS Users (Internal Users who will complete schedule activities, interact with Job Schedules)

  • Content Creators (Internal Users who will upload proofs)

  • Reviewers (Users who need to be able to review/view proofs)

  • Role: Traffic (Internal Users who will need access to Schedule tab of Job)

  • Access.Requests.Requestor (users who will generate and/or review requests)

Below is a common setup for users:

If Internal User who is Administrator or Project Manager:
​Access.Requests.Requestor, Access:Widget.Jobs, Administrators, All Users, AWS Administrators,
​Content Creators, Reviewers, Role:Traffic

If Internal User who is a Creative (Designer, Copywriter, etc.):
​Access.Requests.Requestor, Access:Widget.Jobs, All Users, AWS Users, Content Creators, Reviewers, Role:Traffic

If Collaborative/External User who will Request and/or Review only:
​ Access.Requests.Requestor, All Users, Reviewers, Role:Requestor

If permissions need to be further narrowed/defined (for examples, restricting access to certain Widgets or System Forms, please reach out to support@workgroups.com with questions.

***It is our recommendation that you only look at modifying permissions once you have determined that the standard recommendations above do not fit your needs.***

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