Create and manage groups in Tricentis User Administration

Tricentis User Administration allows you to centrally manage users across multiple projects. This saves you time and effort as your testing projects scale.

If you use Tricentis User Administration for authorization, you need to create user groups. Only users that are in a group which is assigned to a project are authorized to access this project.

If you use Active Directory, you can use the Active Directory groups you've synchronized. If you don't want this - or if you have chosen a different method to add users - you need to create your user groups manually.

What's in this topic?

This topic is for administrators. It has all the information you need to complete the following tasks: 

• Access the groups overview, where you create and manage groups.

• Work with the administrators group. Only members of this group have administrator rights.

• Create a new group.

• Add or remove users from groups, edit, and delete groups.

• Nest groups to speed up your workflow.

Open the groups overview

The groups overview shows a list of all user groups in Tricentis User Administration.

To open the groups overview, access Tricentis User Administration and go to Groups.

Work with the admin group

Every instance of Tricentis User Administration has one default user group: the Admins group. This group always contains the default Admin user, which you can't remove. You also can't nest, edit, or delete the Admins group.

Members of the Admins group have full administrator rights in Tricentis User Administration. If you synchronize user groups with Tosca Commander, they also have administrator rights in Tosca Commander.

To give users admin rights or revoke them, you need to add or remove them from the Admins group.

Create a new group

Once you have created users, you need to assign them to user groups. Let's say some of your testers need access to project A and some of them to project B. In this case, create two groups: one for project A and one for project B.

Note: this step is optional if you use Active Directory. You can use the Active Directory groups you've synchronized.

To create a new group, follow these steps:

1. Go to the groups overview and click on Create group.

2. In the subsequent dialog, define a unique group name and description.

3. Click Create.

Add or remove users from groups

You have your groups. Now it's time to add users to them. A user only has access to a project if they're in a user group which is assigned to this project.

You can also remove users from groups. If you do, they lose access to the project.

Note: this isn't possible if you use Active Directory groups in Tricentis User Administration. You can only add or remove users from Active Directory groups in your own environment.

Add users to groups

To add a user to a group, follow these steps: 

1. Go to the groups overview and select the group to which you want to add users.

2. In the details view of the group, click Assign users.

3. In the subsequent dialog, select the user(s) that you want to add to the group and click Assign.

   Note: Active Directory or Single Sign-On users need to sign in before you can see their account in Tricentis User Administration. If you don't see a particular user on the list, ask them to sign in.

4. Click Save.

Remove users from groups

To remove a user from a group, follow these steps: 

1. Go to the groups overview and select the group from which you want to remove users.

2. In the details view of the group, click Assign users.

3. The right side of the subsequent dialog shows all users that are part of this group. Select the user(s) you want to remove and click Remove.

4. Click Save.

Edit the group name or description

If you want to give your group a more descriptive name or change descriptions, you can do so.

Note: this is only possible for groups you created manually. You can't edit Active Directory groups in Tricentis User Administration.

To edit your group name or description, follow these steps:

1. Go to the groups overview and select the group you want to edit.

2. In the details view of the group, perform one of the following actions: 

   • To change the name, click into the name field and type in a new name.

   • To change the description, type a new description into the Description... field.

Delete a group

If your test project is finished and you no longer need a particular user group, you can delete it. This removes the group and all its assignments; it doesn't remove the users themselves.

Note: if you use Active Directory, you can't delete groups. Instead, you can remove groups from their connection. However, this does delete the users in this group from Tricentis User Administration.

To delete a group, follow these steps:

1. Go to the groups overview and select the group you want to delete.

2. In the details view of the group, click Delete.

3. In the subsequent confirmation dialog, click Delete again.

Nest groups

Every user that should have access to a project has to be in a user group that's assigned to this project.

Nesting groups speeds up your workflow:

• You don't have to assign each individual group to a project in Tricentis User Administration. If you assign the parent group to a project, all child groups also get access.

• You don't have to specify viewing and access rights for every group if you synchronize with Tosca Commander. Child groups inherit rights from their parents.

To nest groups, follow these steps:

1. Go to the groups overview and select the group you want to nest.

2. In the details view of the group, decide on a hierarchy:

   • To assign a child group, click on Edit next to Child groups. If you create a child group, the child group inherits the rights from this group.

   • To assign a parent group, click on Edit next to Parent groups. If you create a parent group, this group inherits the rights from its parent.

You can't nest groups that you synchronized from Active Directory within each other. You can only make them child groups to groups that you created in Tricentis User Administration.

3. In the subsequent dialog, select the group(s) and click Assign.

4. Click Save.

Resolve assignments

If you accidentally nested the wrong groups - or if you don't need a particular hierarchy anymore - you can resolve the parent-child relationship in Tricentis User Administration.

To do so, follow these steps:

1. Go to the groups overview and select the group whose parent or child you want to remove.

2. In the details view of the group, perform one of the following actions:

   • To remove a child group, click on Edit next to Child groups.

   • To remove a parent group, click on Edit next to Parent groups.

3. The column on the right side of the subsequent screen shows all child or parent groups. Select the ones you want to remove and click Remove.

4. Click Save.

What's next

Now that you have your groups, it's time to assign them to projects. This gives the users in your groups access to your Tosca test projects.