Manage Group-Based Access and Permissions (Platform Admins Only) - Coming Soon!

The Group-Based Access and Permissions feature enables Platform Administrators to define, assign, and manage Listening Event Builder user access through reusable permission groups, eliminating the need to manually configure roles for each individual user. User groups help to improve data security (by enforcing precise access boundaries) and scale user management.

Note: This feature applies to Listening Event Builder user access for Point-In-Time and Lifecycle; it does not apply to 360 or Crowdsource.

Note: Group-based access and permissions currently apply to the Event Administrator and Event Creator roles only. 

This article walks through:

• How Permission Groups Work

• Access Groups and Permissions

• Create a Custom Group
• Edit Group Permissions/Population Access (Custom Groups Only)
• Edit Assigned Users
• Clone a Group
• Archive a Group (Custom Groups Only)

How Permission Groups Work

Permission groups define platform user capabilities (such as creating events and accessing specific features or data views) and invite permissions, which determine who users can invite to listening events, based on demographics or organizational hierarchy. These groups are essential for managing access and ensuring users see and do only what's relevant to their role.

There are two types of permission groups available:

• Protected Standard Groups:

  • Pre-configured groups for Event Admins and Event Creators based on Perceptyx best practices

  • Permissions are fixed for these groups, but you can assign users freely

• Customizable Groups:

  • Create groups with tailored access 

  • Apply demographic or hierarchy-based population filters

Access Groups and Permissions

As a platform administrator, you access groups and permissions through the Admin Portal. 

Note: Perceptyx must enable the Groups and Permissions feature to make it available. If you aren’t able to access Groups and Permissions, submit a ticket through the Perceptyx Customer Care portal. 

On the Groups and Permissions screen, you’ll see a table listing all existing groups, including the default protected groups: Event Creator and Event Administrator.

Each table row includes group details (e.g., name, description, protected or not, etc.) to help you decide whether to add users to an existing protected group or create a new custom group.

Note:

• If your organization previously assigned user permissions, those existing roles have been carried over, and users have been placed into the appropriate Event Administrator or Event Creator protected group. You can edit users/assign new users for these protected groups.
  
  

• If your organization is new to the Perceptyx Platform, the default protected groups will not contain any users. You can assign users to them or create additional groups as needed.

You can use the Actions button for each group to view available options: 

• Edit Group Permissions -  Allows you to modify permissions; available only for custom groups

• View Group Permissions - Allows you to view (but not edit) assigned permissions; available only for protected Perceptyx assigned groups 

• Edit Assigned Users - Allows you to add or remove users for both protected and custom groups

• Clone Group - Allows you to copy an existing protected or custom group (the users are not cloned) 

• Archive Group - Allows you to deactivate a group, which means the users will no longer have access to the permissions; available only for custom groups 

You can also search for specific groups or create new groups.

1. Log in to the Perceptyx Platform.

2. In the navigation bar, click the gear icon to access the Admin Portal.

3. In the Employee Management section of the left panel, click Groups and Permissions.

4. Review the available group information and decide if you want to add or remove users for a protected group or create a custom group.

Create a Custom Group

You create custom groups using the predefined permissions of either the Event Administrator or Event Creator protected group. While these permissions can’t be changed (except for two configurable permissions in the Event Creator group), you can still customize the group’s population access (Event Creators only) and assign specific users. This setup allows you to quickly create multiple groups without needing to configure permissions each time.

A 5-step workflow walks you through the process:

Step 1: Specify Group Information

In this step, you provide a name and description for the group.

1. Navigate to the Groups and Permissions screen, if necessary.

2. Click + Add New Group (top right).

The Group Information screen appears.

3. Click the Group Name box and type a name for the group.

4. Click the Group Description box and type a description of the group.

5. Click Next to move to step 2 of the workflow.

Step 2: Set Permissions

In this step, you select which set of permissions you want to apply to the group: 

• Event Administrator: Has permissions to create and manage all events. By default, Event Administrators have full population data access. Permissions are enabled automatically and cannot be disabled or edited by the Platform Administrator.

• Event Creator: Has permissions to create and manage only the events they create, with limited data access. Permissions are enabled automatically and most of them cannot be disabled or edited by the Platform Administrator. The Platform Administrator can disable the following options, which are enabled by default:

  • Add Content to Question Library

  • Allow Survey Launch without Approval

1. Click Event Administrator or Event Creator.

The permissions for the selected type appear.

2. If you selected Event Creator, you can optionally disable the Add Content to Question Library and/or the Allow Survey Launch without Approval permissions by clicking their respective toggles.

3. Click Next to move to step 3 of the workflow.

Step 3: Specify Population Access (Event Creator Only)

Population access defines which people the group users can choose from when inviting employees to listening events. If you don’t specify population access, the group is automatically given access to the full population.

Note: The available population is based on the most current data feed.

1. Click + Edit Population Access.

The Filter dialog box appears, displaying available demographics you can use to filter the population. It also has a Manager Hierarchy option you can use to select specific organization areas.

To filter by demographics:

1. Click the arrow for a demographic to display its available options. You can use the Search feature to help you quickly find a specific demographic.

2. Select the checkbox for each demographic value you want to include in the filter.

3. Click Apply.

The dialog box updates to display the filter(s) you have chosen.

You can apply additional demographics as filters before closing the dialog box.

4. When you have selected all the demographics you want to use in the filter, click Apply Filters.

The workspace updates to show the filter(s) you’ve applied.

To filter by manager hierarchy:

1. Click + Edit Population Access to display the Population Access dialog box.

2. Click the arrow for a Manager Hierarchy to display its available options. You can use the Search feature to help you quickly find specific hierarchy levels.

3. Select the checkbox for each hierarchy level you want to include in the filter.

4. Click Apply, then click Apply Filters.

The workspace updates to show the manager hierarchy filter(s) you’ve applied.

2. When you have filtered down to the target population, click Next to move to step 4 of the workflow.

Step 4: Assign Users

User assignment defines which platform users will be part of the group. By default, all available users appear on the Assign Users screen. You can search for and select users individually if the group will be small, or use filters to assign broader groups of users.

1. View the user list to determine if you will select users individually or use filters to assign users by demographics.

Note: You can click the up or down arrows at the top of each column to sort the list by Employee ID, Name, or Email.

To assign users individually:

1. Click the Search box, type a user’s ID, name, or email address, then click Search.

The list displays only the user(s) that match your search criteria.

2. Click the checkbox for the user you want to add.

3. Click + Add Users to This Group.

4. Repeat this process as needed for additional users.

Note: To clear the search, click X in the Search box.

To assign users using filters:

1. Click Open Filters (top right).

The Filter dialog box appears, displaying available demographics you can use to filter the users. It also has a Manager Hierarchy option you can use to select specific organization areas.

2. Click the arrow for a demographic to display its available options. You can use the Search feature to help you quickly find a specific demographic.

3. Select the checkbox for each demographic value you want to include in the filter, then click Apply.

The dialog box updates to display the filter(s) you have chosen.

You can apply additional demographics as filters before closing the dialog box.

4. When you have selected all the demographics you want to use in the filter, click Apply Filters.

The workspace updates to show the filters you’ve applied.

5. Select checkboxes for specific users in the filtered list or click the checkbox at the top of the list (to the left of the Employee ID column) to select all the users currently shown on screen (repeat for each page if you want to select every user).

6. Click + Add Users to This Group.

To filter by manager hierarchy:

1. Click Open Filters (top right).

2. Click Hierarchy Level, then click the arrow for a manager hierarchy to display its available options. You can use the Search feature to help you quickly find specific hierarchy levels.

3. Select the checkbox for each hierarchy level you want to include in the filter, then click Apply.

4. Click Apply Filters.

The workspace updates to show the manager hierarchy filter(s) you’ve applied.

2. To view the users you have assigned, click the In This Group tab.

3. When you have finished assigning users, click Next to move to step 5 of the workflow.

Step 5: Review

The review step provides a quick summary so you can ensure everything is correct before publishing the group. 

1. Review the information on the Review screen.

2. If you see something that is incorrect, click Previous (bottom left) as needed to return to a previous step and make changes.

3. If everything looks correct, click Activate Group (bottom right) to publish the group.

The new group appears at the top of the group list, with an Active status. The group is not protected, meaning you can edit the group at any time.

Edit Group Permissions/Population Access (Custom Groups Only)

You can edit select group permissions and population access for custom groups.

1. Navigate to the Groups and Permissions screen.

2. Click Actions for the custom group you want to work with, then click Edit Group Permissions.

The General tab of the Manage Permissions for this Group screen appears.

3. If needed, you can type a new group name or description in the respective boxes.

To edit permissions:

1. Click the Permissions tab to display the current permissions.

2. Toggle permissions on or off, as available. Note that toggles that are grayed out cannot be changed.

To edit population access:

1. Click the Population Access tab to display the current population settings.

2. To edit an applied filter, click Edit, make your changes/additions in the Filter dialog box, then apply.

3. To remove an applied filter, click Remove.

Note: There is no confirmation before the filter is removed.

4. To specify a different filter, click Edit Population Access, make your selections in the Filter dialog box, then apply.

       4. Click Save Changes.

Edit Assigned Users

You can easily add or remove users for both protected and custom groups. This feature is particularly useful if:

• User access needs to be provided, changed, or removed.

• Your organization is new to the Perceptyx Platform and your default protected groups don’t yet contain any users.

• You want to clone a group and assign users (see the Clone a Group topic below).

1. Navigate to the Groups and Permissions screen.

2. Click Actions for the group you want to work with, then click Edit Assigned Users.

The In This Group tab appears.

To remove users:

1. To remove an individual user, click X Unassign from this Group next to their user information.

Note: If the group is large, you can use the Search feature to find specific users.

2. To remove multiple users, select the checkbox for each user you want to remove (or select the top checkbox to select all the users on the screen), then click X Unassign from this Group (top right).

To add users:

1. Click the Not Assigned to Group tab to display available users.

2. Use the Search feature or the Open Filters option to specify the users.

3. To add an individual user, click + Add to this Group next to their user information.

4. To add multiple users, select the checkbox for each user you want to add (or select the top checkbox to select all the users on the screen), then click + Add Users to this Group (top right).

Clone a Group

Cloning is a quick and easy way to create a new group that already has the permissions and population access you want to use. All you need to do is change the name of the group and assign users. (You can, of course, set different permissions or modify the population access, if necessary.)

1. Navigate to the Groups and Permissions screen.

2. Click Actions for the group you want to work with, then click Clone Group.

The user group workflow opens at Step 1: Group Information. The text Clone of is appended at the front of the Group Name. 

3. Type a new name in the Group Name box.

4. Optionally type a new description in the Group Description box, then click Next to move to step 2 of the workflow.

5. Click through the workflow and make additions or changes as needed. Refer to the applicable workflow steps in the Create a Custom Group topic above.

Archive a Group (Custom Groups Only)

If a custom group is no longer needed, you can archive it. Archiving deactivates a group, which means the users will no longer have access to the permissions. Before archiving a group, make sure the users have the access and permissions they need in other groups.

1. Navigate to the Groups and Permissions screen.

2. Click Actions for the group you want to work with, then click Archive Group.

The status for the group changes to Archived.