Best Practices for Configuring User Group Permissions Based on Role

User Group Permissions Best Practices

Taking the time to set up user groups that fit your organization not only saves time when onboarding new team members but ensures the OWS experience is tailored to a team member's role, reducing the potential for costly mistakes.

Here are four examples of common roles that may exist for your organization; Tech Support, Operations/Management, Sales, and Billing/Finance. This article will show some recommendations for applying permissions to custom user groups that you can create based on the examples mentioned above.

Operations Manager and Tech Support Manager

This role would be a sub-administrator of an account and would have many of the permissions of an admin with a few differences. This role within your organization would be the person who manages teams as well as adds new team members into OWS. This could be someone who would be responsible for day-to-day management but not account management.

Channel Partner Permissions
- Manage Accounts
- Manage Unassigned Recorders
- System Design Tool
- All Alert permissions
- All Report permissions
- All Operations Permissions
- All Account Licenses Permissions
- View Subscription Billing Invoices
Account Access
- Include All Accounts In This User Group
Web Services Permissions
- Administrative Access
Remote Client Permissions
- Allows users to connect to recorders using the Command Station application
- Push to Client
- Allows users to connect to Web Services and recorders using a web browser
- Allows users to connect to recorders on the Local Console
- Allows users to connect to recorders using Mobile Applications
Recorder Permissions
- All permissions selected
Video Export/Clips
- All permissions selected

Sales and Sales Design

The recommended Sales and Sales Design role has the permissions they need to get to the tools they need such as System Design Tool as well as access to features for training and demo purposes, but otherwise has minimal permissions selected.

Channel Partner Permissions
- System Design Tool
- View Alerts
- View Reports
Account Access
- This user would only need access to the demo account
Web Services Permissions
- Recorder Access
Remote Client Permissions
- Allows users to connect to recorders using the Command Station Application
- Push to Client
- Allows users to connect to Web Services and recorders using a web browser
- Allows users to connect to recorders on the Local Console
- Allows users to connect to recorders using Mobile Applications
Recorder Permissions
- All Video Permissions
- All Audio Permissions
Video Export/Clips
- All permissions selected

Tech Support

These recommended permissions would be for team members responsible for responding to customer problems. This role has been given access to the system design tool, as it can be used when troubleshooting problems a customer might be facing. They also have permission to view alerts, this permission along with ‘view reports’ are auto-selected and it’s considered best practice to give them to all team members. We would also give this role the ability to view subscription management for end users This would allow them to determine licensing without being able to make changes.

Channel Partner Permissions
- System Design Tool
- View Alerts
- View Reports
- View Subscription Management
Account Access
- Select Auto-Include
Web Services Permissions
- Manage Users and User Groups
- Recorder Access
- Manage Recorders and Recorder Groups
- Report Administrator
- Alert Administrator
- Allows Third Party Integration Access
- Configure Point of Sale Options
- Search Point of Sale Data
Remote Client Permissions
- Allows users to connect to recorders using the Command Station application
- Push to Client
- Allows users to connect to Web Services and recorders using a web browser
- Allows users to connect to recorders on the Local Console
- Allows users to connect to recorders using Mobile Applications
Recorder Permissions
- All Video permissions
- All Audio permissions
Video Export/Clips
- Export Video Locally
- Export Video to Web Services
- Access Others Users' Video Clips
- View Video Clips
- Edit Video Clips
- Share Video Clips
- Share with Guest Accounts

Purchasing, Finance, or Accounting

This role would be for the person within your organization who is managing purchasing or accounts payable. There are some very specific permissions they would need to access tools such as Subscription Management, the Inventory Report and the Order and Shipping Report.

Channel Partner Permissions
- View Alerts
- View Reports
- Order and Shipping Report
- Manage Subscription Management
- View Subscription Management
- View Subscription Billing Invoices
- Receive Subscription Billing Notifications
Account Access
- Select Auto-Include
Web Services Permissions
- No permissions selected
Remote Client Permissions
- Allows users to connect to recorders using the Command Station application
- Push to Client
- Allows users to connect to Web Services and recorders using a web browser
- Allows users to connect to recorders on the Local Consoles
- Allows users to connect to recorders using Mobile Applications
Recorder Permissions
- No permissions selected
Video Export/Clips
- No permissions selected

Training Access Only User Group

If wanting to extend training access to specific users but no other features, you can can create a Channel Partner User Group for Training Access Only. This may be a dedicated group that needs access to partner tools like training, but not other features such as video.

Create a Training Access Only User Group:

Click on Management > User Management > User Groups > Add New User Group.
Enter a Name for the Group and a Description and click Create.

Suggested Name: Training Access
Description: Training Access only

The Channel Partner Users menu shows the users in the group. We'd recommend adding users after the user group permissions are selected and saved.
Under Channel Partner Permissions, uncheck all default settings so that no options are selected and click Save.
Under 2-Step Verification, take no action. Keep default settings so that no options are selected.
Under Account Access, take no action. Keep default settings so that no options are selected.
Under Web Services Permissions, take no action. Keep default settings so that no options are selected.
Under Remote Client Permissions, uncheck all default settings if you do not want to give remote client access to users and click Save. This is recommended for Training Access Only as its only accessed through the OWS Partner Dashboard.
Under Recorder Permissions, take no action. Keep default settings so that no options are selected.
Under General Information, review the name and description. No need to add anything if they are correct.

Create and Add a New User to the Training Access User Group:

Click on Management > User Management > Users > Add New User.
Enter the name and email address of the user you wish to add.

An invite will be sent to that email address allowing the user to choose a password and log in once they have accepted the invitation.

Select the Training Access User Group and click Add New User.

Training Access User Group Training Video