We have set of users which needs to be added as collaborators.
One way is to each time we select the one by one users and add them as collaborators.
Another way is we create a Group and assign the users into these group. SO same can be used as collaborators.
Do we have any other way:
1. like user himself can create a kind of distribution list as to include users in the group, security/admin will need to do and responsible person will not have that rights to append this group.
2. There will be no control of end user on this group except that he can add the same in the document as collaborators. So end users will need to rely on for every change on the support.
Kindly let me know f we have any other way to this.
I don't think there is a way to do this.
Group administration should be an IT activity, because groups are not used only for add collaborators in agreements, but also to allow security privileges for users.
What you can do:
1) Use CSV templates for import groups.
- You need one template for creating groups, and another template for adding users in these groups.
- You can send these templates for the business area and they would be responsible for filling and IT for upload the file.
2) Let's develop a solution:
- You could build a java script for import this automatically, but there is some design questions : #1 Without customized screens how we can offer this as a friendly usability?
You could use a User Defined screen, customize it for this purpose including some collections and fields and create toolbar scripts to do the trick. Or you could build an interface that read files in a specific folder and Users drop the files there when need to create groups.
#2 How prevent all filling errors and provides messages that users can identify? If using files alternative, be ready to not leverage standard CSV programs, you need to develop yours and need to check all inconsistencies for alert users that he forgot to fill a column or that an user was not found.
#3 Prepare to generate logs for audit purposes and to control which user can perform this activity (access user defined screen or access local folder).
3) Create a master agreement as a template including all users that will be used, and then create an agreement as copy of this template.
- If user groups no change a lot, interaction with IT would be better approach to creating traditional groups.
- If user groups change all the time, but still there is a list of users that need to be used for multiple agreements, then that approach could fit.
4) Grant group administration to final users.
- The above statement sounds wrong when said aloud?
- If yes, use this as an argument and keep groups maintenance in IT.
- If no, think about it again. When a user is added in a group he get instant access to all agreements that this group is already a collaborator, this is useful for managing turnover, but a security threat when managed by an end user for a GRC perspective.
5) Grant group administration to GRC? Perhaps with CSV files and build reports for them control which groups are collaborators of which agreements?
My recommendation is always include groups as collaborators instead include users, it is easier to manage turnover. And try to argument with compliances perspective over generating security threats, all is about process.