Quick Reference Guide
A comprehensive quick reference for common operations, terminology, and troubleshooting in the User Management System.
Step-by-Step Guides
Creating a New User
1. Navigate to Users module
2. Click "Create user" button
3. Fill in required fields:
├── First Name
├── Last Name
├── Email
├── Job Title
├── Manager (critical for N-1!)
└── Status: Active
4. Fill in optional fields:
├── Location
├── Company Entry Date
└── Description
5. Click "Create"
6. Add user to appropriate groups
7. Verify inherited roles are correct
Creating a New User Group
1. Navigate to User Groups module
2. Click "Create group" button
3. Enter name:
├── English (required)
└── French (optional)
4. Add description (optional)
5. Select roles to assign (optional)
6. Click "Create"
7. Add members:
├── Click "Add Members"
├── Choose method: Manual, Dynamic, or Group
├── Select users or define rules
└── Click "Confirm"
Creating a New Role
1. Navigate to Roles module
2. Click "Create role" button
3. Enter name (localized)
4. Add description
5. Click "Create Role"
6. Configure Permissions:
├── Go to Permissions tab
├── Expand permission categories
├── Toggle individual permissions ON/OFF
└── Assign scopes where needed
7. Add Population:
├── Go to Population tab
├── Click "Add Members"
├── Select users or groups
└── Click "Confirm"
Creating a Permission Scope
1. Navigate to Permission Scopes module
2. Click "Create scope" button
3. Enter name (localized)
4. Add description
5. Click "Create"
6. Add population:
├── Click "Add Members"
├── Choose method: Manual, Dynamic, or Group
├── Select users or define rules
└── Click "Confirm"
7. Link to permissions:
├── Go to Roles module
├── Open role → Permissions tab
├── Click scope button on permission
├── Select visibility groups
└── Click "Confirm"
Assigning a Scope to a Permission
1. Go to Roles module
2. Click on role name
3. Go to Permissions tab
4. Find the permission
5. Click scope button (shows "N-1 (default)" or "X groups")
6. In modal:
├── Search visibility groups
├── Check groups to add
├── Click "Add X groups"
└── Groups appear in right panel
7. Click "Confirm" to save
Bulk Permission Operations
1. Go to Roles module
2. Open role detail → Permissions tab
3. Expand a category
4. Select permissions using checkboxes:
├── Individual checkboxes for specific permissions
└── Header checkbox for all in category
5. Use bulk action bar at bottom:
├── "Activate" - Enable selected permissions
├── "Deactivate" - Disable selected permissions
└── "Manage Permission Scopes" - Assign scopes (WARNING: overwrites!)
Offboarding a User
1. Navigate to Users module
2. Find user and open detail
3. Set status to "Inactive"
4. Go to User Groups module:
├── Search for user in each group
└── Remove from all groups
5. Go to Roles module:
├── Search for user in each role's Population
└── Remove from all roles
6. Go to Permission Scopes module:
├── Search for user in each scope
└── Remove from all scopes
7. Document departure date and reason
Common Filters and Search
User Groups Module
| Filter | Options |
|---|---|
| Search | By group name, role names |
| Status | All status, Active, Inactive |
| Sort | Name, Members, Creation Date |
| Page Size | 8 items per page |
Roles Module
| Filter | Options |
|---|---|
| Search | By role name |
| Sort | Name, Members, Creation Date |
| Page Size | 8 items per page |
Permission Scopes Module
| Filter | Options |
|---|---|
| Search | By scope name |
| Status | All status, Active, Inactive |
| Sort | Name, Members, Creation Date |
| Page Size | 8 items per page |
Population/Members View
| Filter | Options |
|---|---|
| Search | By member name |
| Creation Type | All Types, Manual, Dynamic, Group |
| Page Size | 10 items per page |
Bulk Operations Reference
User Groups
| Action | How to Access | Effect |
|---|---|---|
| Export | Select groups → Click Export | Download group data |
| Delete | Select groups → Click Delete | Remove selected groups |
Roles
| Action | How to Access | Effect |
|---|---|---|
| Export | Select roles → Click Export | Download role data |
| Delete | Select roles → Click Delete | Remove selected roles |
Permissions (within a role)
| Action | How to Access | Effect |
|---|---|---|
| Activate | Select → Click Activate | Enable permissions |
| Deactivate | Select → Click Deactivate | Disable permissions |
| Manage Scopes | Select → Click Manage Scopes | Assign scopes (OVERWRITES existing!) |
Members (within any entity)
| Action | How to Access | Effect |
|---|---|---|
| Add | Click "Add Members" | Add users to entity |
| Remove | Select members → Click Remove | Remove from group/role/scope |
Icon Reference
Member Creation Types
| Icon | Type | Description | Auto-Updates |
|---|---|---|---|
| Hand icon | Manual | Individually selected by admin | No |
| Sync arrows | Dynamic | Rule-based automatic membership | Yes |
| Users icon | Group | Inherited from another group | Yes |
Status Indicators
| Visual | Status | Meaning |
|---|---|---|
| Blue toggle ON | Activated | Permission/category enabled |
| Gray toggle OFF | Deactivated | Permission/category disabled |
| Green badge | Active | User/entity is active |
| Gray badge | Inactive | User/entity is disabled |
Action Buttons
| Icon/Label | Location | Function |
|---|---|---|
| + (Create) | Toolbar | Create new entity |
| Trash | Row hover | Delete entity |
| Scope button | Permission row | Assign/view scopes |
| Edit | Detail view | Toggle edit mode |
| Export | Bulk action bar | Export selected |
Glossary
Core Concepts
| Term | Definition |
|---|---|
| N-1 | Direct reports scope - first level of hierarchy below a user |
| N-2 | Direct reports plus their direct reports - two levels deep |
| N-3 | Three levels of hierarchy below a user |
| Permission | Single action that can be allowed or denied (e.g., "Read user information") |
| Permission Category | Group of related permissions (e.g., "User", "Campaign", "Objective") |
| Role | Collection of permissions that can be assigned to users or groups |
| Permission Scope | Population of users that extends permission visibility beyond N-1 |
| Visibility Group | Another name for Permission Scope |
| User Group | Collection of users for bulk role assignment and management |
| Population | Users included in a scope, group, or role |
Technical Terms
| Term | Definition |
|---|---|
| RBAC | Role-Based Access Control - security model based on roles |
| CRUD | Create, Read, Update, Delete - standard data operations |
| Principle of Least Privilege | Grant only minimum necessary access |
| Dynamic Rule | Automatic membership rule based on user profile attributes |
| Localization | Support for multiple languages (en, fr, de, es, it, pt, nl, pl) |
| Bulk Operations | Actions applied to multiple items at once |
| Audit Trail | Record of all changes for compliance and review |
Operators (for Dynamic Rules)
| Operator | Description | Example |
|---|---|---|
= | Equals (exact match) | Status = Active |
!= | Not equals | Department != Executive |
LIKE | Contains (partial match) | Job LIKE Manager |
>, >= | Greater than | Start Date > 2024-01-01 |
<, <= | Less than | Start Date < 2023-01-01 |
IN | Value in list | Location IN (Paris, London) |
NOT IN | Value not in list | Department NOT IN (Executive) |
Permission Categories Quick Reference
| Category | # Permissions | Key Permissions |
|---|---|---|
| Access Control | 6 | Create/Read/Update/Delete roles, Add role to user |
| Bulk Task | 1 | Read bulk tasks |
| Campaign | 4 | CRUD campaigns |
| Company | 2 | Read/Update company config |
| Field | 8 | CRUD custom/standard fields |
| Group | 17 | Manage user groups and visibility groups |
| Job | 8 | CRUD job listings/offers |
| Job Skill | 4 | CRUD job skills |
| 1 | Use LinkedIn API | |
| Media | 4 | CRUD media files |
| Objective | 5 | CRUD objectives, change status |
| Review | 2 | Read reviews |
| Skill | 4 | CRUD skills |
| Skill Group | 4 | CRUD skill groups |
| Smart Trad | 4 | CRUD translations |
| Talent Search | 1 | Use TalentSearch feature |
| Training | 4 | CRUD trainings |
| Training Skill | 3 | CRUD training skills |
| User | 10 | CRUD users, read user info, read user skills |
| User Skill | 4 | CRUD user skills |
Troubleshooting Quick Fixes
| Problem | Likely Cause | Quick Fix |
|---|---|---|
| User can't see expected employees | Permission has N-1 scope only | Add appropriate scope to permission |
| Permission doesn't work | Permission is deactivated | Enable permission in role |
| Scope change not taking effect | Browser cache | Refresh page, re-login |
| User not appearing in manager's view | Manager field empty/wrong | Set correct manager on user profile |
| Empty search results | Filters applied | Clear all filters, check spelling |
| Can't delete group | Has role assignments or members | Remove roles and members first |
| Bulk scope overwrote existing | Expected behavior | Re-add scopes individually |
| Dynamic group has wrong members | Rule is incorrect | Review and fix dynamic rules |
| New employee has no access | Not added to groups | Add to appropriate groups |
| Former employee still has access | Not properly offboarded | Set inactive, remove from all groups/roles |
Common Operation Shortcuts
| Goal | Fastest Path |
|---|---|
| Find a user | Users → Search by name |
| See user's groups | Users → User detail → (groups listed) |
| See user's roles | Roles → Search user in Population |
| Add user to group | User Groups → Group detail → Add Members |
| Give broader visibility | Roles → Role detail → Permissions → Scope button |
| Create project team | Create Scope → Create Group → Create Role → Link |
| Bulk assign role | Create Group → Add members → Assign role to group |
| Check who has a role | Roles → Role detail → Population tab |
| Check scope population | Permission Scopes → Scope detail → Population |
| Audit permissions | Roles → Role detail → Permissions tab |
Data Limits
| Entity | Limit | Notes |
|---|---|---|
| Groups per page | 8 | Pagination applies |
| Roles per page | 8 | Pagination applies |
| Scopes per page | 8 | Pagination applies |
| Members per page | 10 | In detail views |
| Scopes per permission | Unlimited | Keep reasonable (<10) |
| Permissions per role | 100+ | All available system permissions |
| Roles per user | Unlimited | Through direct assignment + groups |
| Groups per user | Unlimited | Manual + dynamic + from groups |
Supported Languages
| Code | Language | Status |
|---|---|---|
en | English | Required (default) |
fr | French | Optional |
de | German | Optional |
es | Spanish | Optional |
it | Italian | Optional |
pt | Portuguese | Optional |
nl | Dutch | Optional |
pl | Polish | Optional |
Keyboard Shortcuts
| Shortcut | Action |
|---|---|
/ or Ctrl+K | Focus search input |
Escape | Close modal / Cancel operation |
Enter | Confirm selection / Submit form |
Tab | Navigate between form fields |
Module Relationships
┌─────────────────────────────────────────────────────────────┐
│ USER MANAGEMENT SYSTEM │
├─────────────────────────────────────────────────────────────┤
│ │
│ USERS ─────────────────────────────────────────────────┐ │
│ │ │ │
│ │ belong to │ │
│ ▼ │ │
│ USER GROUPS ────────────────────────────────┐ │ │
│ │ │ │ │
│ │ have │ │ │
│ ▼ │ │ │
│ ROLES ────────────────────────────────────┐ │ │ │
│ │ │ │ │ │
│ │ contain │ │ │ │
│ ▼ │ │ │ │
│ PERMISSIONS ──────────────────────────┐ │ │ │ │
│ │ │ │ │ │ │
│ │ use (for extended visibility) │ │ │ │ │
│ ▼ │ │ │ │ │
│ PERMISSION SCOPES ─────────────────────┘ │ │ │ │
│ │ │ │ │ │
│ │ define which users are visible │ │ │ │
│ └────────────────────────────────────────┴─┴──────────┘ │
│ │
│ Data Flow: │
│ User → Groups → Roles → Permissions (+Scopes) → Access │
│ │
└──────────────── ─────────────────────────────────────────────┘
Quick Decision Guide
Should I create a new Role or use Scopes?
| Situation | Use Role | Use Scope |
|---|---|---|
| Different permissions needed | ✓ | |
| Same permissions, different visibility | ✓ | |
| New job function | ✓ | |
| Geographic variation (Paris vs London) | ✓ | |
| Different security level | ✓ | |
| Departmental variation (HR for Eng vs Sales) | ✓ |
Should I use Manual or Dynamic membership?
| Situation | Use Manual | Use Dynamic |
|---|---|---|
| Specific individuals | ✓ | |
| Department-based access | ✓ | |
| Location-based access | ✓ | |
| Project team (cross-functional) | ✓ | |
| Sensitive access (small group) | ✓ | |
| Changes frequently with org | ✓ |
What scope level should I use?
| Need | Recommended Scope Level |
|---|---|
| See direct reports only | N-1 (default, no scope) |
| See entire team | Team scope (5-30 users) |
| See entire department | Department scope (30-200 users) |
| See entire region | Regional scope (200-1000 users) |
| See everyone | Global scope (use sparingly!) |
Version Information
| Item | Value |
|---|---|
| Documentation Version | 2.0 |
| Last Updated | 2024 |
| Application Framework | React 19, TypeScript |
| Design System | Neobrain |
Navigation
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- Back to: Documentation Index
Need Help?
- Review the full documentation starting from the README
- Check Common Mistakes for troubleshooting
- See Use Cases for real-world examples
- Consult Best Practices for recommendations