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This article applies to:

  • Product: ONESOURCE Platform
  • Sub-Product: ONESOURCE Administration

Assign entities to users or groups

Administrators can assign specific entities to users or groups, enabling operations only on entities assigned to them.
note
Ensure administrators have
Edit (All)
 for Entity marked in
Product Permissions
 before starting this process.

Assign all entities to a group or user

  1. Go to
    Company Info
    , then
    Groups
    .
  2. Select
    Edit
     next to the group you want to edit.
  3. Select
    Entity
     in
    Product Permissions
    .
  4. Ensure the group has
    All Entities
     marked.
  5. Select
    Next
     or
    User Assignments
    .
  6. Confirm that the user you want to assign entities to belongs to the group in
    User Assignments
    .
  7. Select
    Next
    , then
    Done
    .
    The system automatically assigns all entities to that group. Since the user is part of that group, the user now has access to all entities.

Assign specific entities to a group or user

  1. Go to
    Company Info
    , then
    Groups
    .
  2. Select
    Edit
     next to the group you want to edit.
  3. Select
    Entity
     in
    Product Permissions
    .
  4. Remove the checkmark in the
    All Entities
     checkbox. This lets the administrator assign specific entities to a group.
  5. Select
    Next
     or
    User Assignments
    .
  6. Confirm that the user you want to assign specific entities to belongs to the group in
    User Assignments
    .
  7. Select
    Next
    , then
    Done
    .
    The system automatically assigns specific entities to that group. Since the user is part of that group, the user now has access to that entity.
note
  • At the user level, users can assign additional entities from the
    Available Users
     section.
  • Users can't unassign entities inherited from the group at the user level.
  • When you modify the
    All Entities
     checkbox at the user level, this enables you to assign specific permissions.

Assign specific entities to a user

  1. Go to
    Company Info
    , then
    Users
    .
  2. Select
    Edit
     next to the user you want to edit.
  3. Select
    Product Permissions
    , then
    Entity
    .
  4. Remove the checkmark in the
    All Entities
     checkbox. This lets the administrator assign specific entities to a user.
    note
    You can only remove the checkmark in the
    All Entities
     checkbox at the individual user level when the user is not part of any group. If the user belongs to a group and inherits the
    All Entities
     permission from the group, you can't remove the checkmark.
  5. The administrator assigns entities by moving the user from the Available Users section to the Selected Users section.
note
  • Clearing the
    All Entities
     checkbox initially moves all entities to an unassigned state in the Available Users section by default.
  • Only assigned entities remain visible on the
    Entities
     screen while the checkbox is cleared.
  • Entities added by the same user are automatically assigned and appear in the Selected Users section while the checkbox is cleared.
  • Entities added by other users appear in the Available Users section in an unassigned state while the checkbox is cleared.
  • If the signed-in user has the
    All Entities
     checkbox cleared and another full-access user adds a version to an entity created by the signed-in user, both users gain access to all versions of that entity.

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