Authorization Group Management

Authorization Group Management is a tool that groups properties together so that you can grant users access to multiple properties at the same time. You can create Authorization Groups that are a fixed selection of individual properties or a dynamic group that updates automatically with properties that have the same attributes. You must change a fixed Authorization Group manually if new properties that should be included in it are added to your portfolio.

You can locate the properties to assign to dynamic Authorization Groups by filtering for the property characteristics, such as brand or region, that you created in Property Attributes. After you filter properties by attributes, you can set up the filter as a rule. Filter rules automatically assign new properties that are added to your portfolio and that match the filter criteria to the Authorization Group. In addition, if a property's attributes change, the property moves from one Authorization Group to another based on the new attributes.

After you create Authorization Groups, you can associate users with them in User Management.

Setup Steps

  1. Click , then Permissions, and then Authorization Groups.
  2. Enter a unique Group Name.
  3. Enter a Group Description, if needed.
  4. Choose one of the following options to locate properties:
    • Select Filter Properties to select properties by specific attributes:
      1. Click the add icon . A row of menus displays from which you can create the first filter.
      2. Select an attribute from the first menu and choose its parameters from the subsequent menus.
      3. To refine the filter further, select And or Or from the last menu and add another attribute row.
      4. Click Filter.
    • Select Show All Properties.

    The Properties Available list box displays the individual properties that meet your selection criteria.

  5. Select the appropriate properties from the Properties Available list:
    • Filter the properties by entering a string of characters from the property name in the Search field.
    • Press Ctrl + click to select multiple properties.
  6. Click > to add selected properties or click >> to add all properties in the list to the group.
  7. Click Save.
  8. Click the add icon to add additional Authorization Groups.

The new Authorization Groups are displayed in the list on the left. The number of properties assigned to them is displayed in brackets following their names.

The Authorization Groups that you created are available to assign to users in User Management.

  1. Click , then Permissions, and then Authorization Groups.
  2. Enter a unique Group Name.
  3. Enter a Group Description.
  4. Select Filter Properties.
  5. Click the add icon . A row of menus display from which you can create the first filter.
  6. Select an attribute from the first menu and choose its characteristics from the subsequent menus.
  7. To further define the filters, select And or Or from the last menu and add another attribute row.
  8. Click Filter. A list of properties that meets the filter criteria displays in the Properties Available list.
  9. Select the Make this filter a rule checkbox.
  10. Click Save.

To view the settings for an Authorization Group, or to change those settings, select the Authorization Group name in the left side bar. The settings for the selected Authorization Group display in the right pane.

In the left side bar, click the Authorization Group name to select it and then edit its properties. To change the properties of a dynamic Authorization Group, you must first clear the Make this filter a rule checkbox, and then reselect it after your changes are made.

Use caution when deleting an Authorization Group. Users assigned to that group in User Management will no longer have permission to access its properties. If deleting an Authorization Group is required, review and modify the permissions for its associated users' accounts before you delete the group. Run the User Report to identify all the users that are assigned to an Authorization Group.

In the left side bar, click the Authorization Group name to select it and click the delete icon .