User Groups

This document describes User Groups in tSM — organizational or functional groupings of users that simplify task assignment, access control, and team management.

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Overview

User Groups provide a way to organize users into logical collections based on:

• Organizational structure (departments, teams, offices)
• Functional roles (helpdesk, engineering, sales)
• Project teams (temporary or permanent)

A user can belong to multiple groups simultaneously, enabling flexible organizational models.

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Key Benefits

Benefit	Description
Simplified Assignment	Assign tasks to a group instead of individual users
Team Visibility	All group members see tasks assigned to their group
Dynamic Membership	Add/remove users without changing task assignments
Reporting	Generate reports by team or department
Workload Distribution	Balance work across team members

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1. Group Types

1.1 Functional Groups

Based on job function or role within the organization.

Examples:

• Helpdesk_L1 — First-level support team
• Helpdesk_L2 — Second-level support team
• Engineering — Development team
• Sales_Team — Sales representatives
• Quality_Assurance — QA team

Use Case: Assign tickets to appropriate support tier based on complexity.

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1.2 Organizational Groups

Based on company organizational structure.

Examples:

• Department_IT — IT Department
• Department_Sales — Sales Department
• Office_Prague — Prague office employees
• Region_EMEA — EMEA region staff

Use Case: Filter data by department or region in reports and access rules.

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1.3 Project Groups

Temporary groups for specific projects or initiatives.

Examples:

• Project_Migration — System migration project team
• Project_CRM_Rollout — CRM implementation team
• Initiative_2025_Q1 — Q1 strategic initiatives

Use Case: Collaborate on project-specific tasks with automatic disbanding when project ends.

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2. Group Attributes

Core Attributes

Field	Type	Required	Description
id	UUID	–	Unique identifier / primary key in UUID format (auto-generated or UUIDv4). Not displayed to end users.
code	String	Yes	User group unique identifier.
type	String	Yes	User group type unique identifier (FK to umt_user_group_type.code).
name	String	Yes	Display name.
description	String	–	Description for user group.
parentUserGroupId	UUID	–	Identifier of parent user group (FK to self.id) for hierarchical structure.
ldapMemberOf	String	–	If user group is in LDAP/AD, the location in the directory. This field can be utlizied for other synchronization methods as well

Contact Attributes

Field	Type	Description
email	String	User group email address.
phoneNumber	String	User group phone number.

Configuration Attributes

Field	Type	Description
dataTags	List<String>	Additional data tags (aka labels) for categorization.
chars	TsmChars	Custom characteristics/attributes map.
associatedUserRoleId	UUID	If a user has this group, they automatically receive the selected role upon logging in (FK to umt_role.id).
notificationConfig	UserGroupNotificationConfig	Notification configuration for the group.

System/Audit Fields

Field	Type	Read-only	Description
validityFrom	Date	–	Start of the validity of the value (preferred).
validityTo	Date	–	End of the validity of the value (preferred).
auditInfo	AuditInfo	Yes	Standard audit fields (createdBy, createdAt, updatedBy, updatedAt).

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Nested Objects

UserGroupNotificationConfig

Field	Type	Description
notifications	List<NotificationUserGroupNotificationConfigModel>	Notification settings per notification type.
others	Enum	Other notification settings: disabled, enabled.
notificationConfigOverrideUserGroupRecipients	List<NotificationConfigOverrideRecipientsDeliveryType>	Override recipients for delivery types.

NotificationUserGroupNotificationConfigModel

Field	Type	Description
code	String	Notification template code.
enabled	Boolean	Whether this notification is enabled.
locked	Boolean	Whether this notification setting is locked (cannot be changed by user).
overrideEmailRecipientsForUserGroup	Enum	Deprecated — moved to notificationConfigOverrideUserGroupRecipients.
overrideSmsRecipientsForUserGroup	Enum	Deprecated — moved to notificationConfigOverrideUserGroupRecipients.
overrideApplicationRecipientsForUserGroup	Enum	Deprecated — moved to notificationConfigOverrideUserGroupRecipients.

UserGroupRegion

Field	Type	Required	Read-only	Description
id	UUID	–	–	Unique identifier (auto-generated or UUIDv4).
regionId	UUID	Yes	Yes	Region ID reference.
userGroup	UserGroupPublic	–	Yes	User Group (ManyToOne relationship).
data	Map	–	–	Custom data.
auditInfo	AuditInfo	–	Yes	Standard audit fields.

Calendar access through group membership

Calendar access can depend on a user's role in a particular group membership. Membership roles are separate from system roles assigned directly to a user or through associatedUserRoleId.

Role on the group membership	Calendar effect
MANAGER	Adds calendars assigned to members of the same group to the viewing and write selections.
CALENDAR_ADMIN	Adds calendars assigned to members of the same group to the viewing and write selections.
Neither role	Group membership alone does not trigger this automatic calendar access rule.

These roles are stored on the user-to-group membership (role_in_group). A system role named MANAGER or CALENDAR_ADMIN does not by itself satisfy the membership-role condition. Individual calendar actions can still be limited by application privileges, calendar type, and event configuration.

Explicitly sharing a calendar with a group is another source of access. Subscribing to a group's calendars only changes the user's calendar view; it does not grant a membership role or create a sharing rule. Removing an explicit share does not remove access obtained through MANAGER, CALENDAR_ADMIN, or a direct-supervisor relationship.

See Calendar for the user workflow and Automatic calendar access for the combined access rules.