Managing Work Groups

Getting Started with Managing User Accounts

If you're just getting started with creating and managing your admissions users' accounts, we recommend you complete the following steps in the order listed.

Create Work Groups to assign permissions to certain types of users (e.g., reviewers, faculty, IT, student staff, etc.). Review the Work Groups Guide for sample Work Groups you can use.
Create accounts for your admissions users. You can decide what program(s) they can access as well as their Work Group permissions.

Video Overview

What are Work Groups?

Work Groups allow you to manage permissions for a group of users instead of separately managing permissions for each individual user. Using WebAdMIT’s Work Groups feature, you can decide:

What actions a user can perform. These functions are granted via permission sets. Each Permission Set determines the options that appear in the user’s Menu Bar, as well as the admissions data they can update.
What applicant data a user can view. You can decide which sections of the application users can view. The data available for viewing is controlled by panels and subpanels that you enable or disable for users, as needed. If your CAS has enabled the Fields to Honor Work Groups feature, review the How Work Groups Impact Access to Features and Fields guide to learn more.

As you create Work Groups, you add users to them. You can create as many Work Groups as necessary (each with its own unique permission sets), move users among groups as desired, and change the permissions or viewing ability for all users in any given Work Group. Note that an individual can only belong to one Work Group at a time per CAS and cycle. So, for example, if Bob is both a screener and an interviewer and those roles have different permission sets, you can:

Move Bob from the Screener Work Group to the Interviewer Work Group (and vice versa) as needed, or
Create a hybrid Screener-Interviewer Work Group with a specific set of permissions for people who perform both of those tasks.

Review the Work Groups Guide for Work Group templates, such as:

Faculty Reviewers/Interviewers
Faculty Reviewers/Interviewers without Race/Ethnicity Data
IT Staff

The WebAdMIT Administrators Work Group

The WebAdMIT Administrators Work Group is available by default and provides users with full administrative access. If you are in this Work Group and are an Institution Manager, then you can also:

View and delete all the following templates created by any user at your organization, even if the template was not shared with you:
- List Manager
- Export Manager
- Report Manager
- PDF Manager
- Email Templates (additionally, you can edit these templates)
Initiate a transfer settings.

Gaining Access to This Feature

The Work Groups feature is available under the Management panel and access to this tool is controlled through Work Groups. You must have the Manage Users and Work Groups permission to create and edit Work Group templates and assign them to admissions users' accounts.

Creating Work Groups

As you create Work Groups, be aware that permissions sets and panels must be used together. For example, if you add the Add Notes permission set to the Work Group, you’ll also need to add the Notes panel.

Additionally, if you restrict a user from viewing a panel of data, they cannot see the restricted information on the Applicant Details Page or full application PDF. They may be able to view the restricted information in other places in WebAdMIT, depending on their Work Group configurations and access to features. As a best practice, we recommend that you thoroughly test current and new Work Group templates to ensure the user has the correct access (e.g., sit side-by-side with a user to compare the Work Group template you built and their view and permissions in WebAdMIT).

To create a Work Group:

Using the Menu Bar, open the Management panel, then click Work Groups.
Click New Work Group.
Enter a name for the Work Group.
Select the group’s Permission Sets. Review the Permission Sets and WebAdMIT Functionality section below to determine which permissions to activate for a Work Group.
Select the panels and subpanels that the group can view on the Applicant Details page. The selected panels and sub-panels appear under Panels and Sub-Panels Enabled for Viewing. Review How the CAS Application Sections Link to WebAdMIT for a more thorough understanding of where CAS application information appears in panels and subpanels.
Click Submit to save your template or Return to Manage Work Groups to discard your template.

Work Group template with selections

How Work Groups Impact Access to Features and Fields

Note: This article applies to CASs who have enabled the Fields to Honor Work Group feature. This feature must be approved by the CAS association or UniCAS client for use in the next cycle. CAS association and UniCAS clients: contact your Account Manager for more information or to enable this feature.

In WebAdMIT, Work Groups allow you to control the permissions and access that groups of users have. The Work Group that you place a user in dictates what they can do and see throughout the software. This article outlines some of these impacts.

Impacts of Enabled and Disabled Panels

While configuring Work Groups, you can select the panels and subpanels that you want members of the group to have access to. This impacts the following areas:

what data they can see on the Applicant Details page.
what data they can include when configuring Full Application PDFs in the PDF Manager.
what data they can include in exports and lists.*
what data they can include as scoring components in Scoring.*
what data they can use as filters on the Search page.*
what merge fields they can see when creating emails and email templates.*
what data they can include in the Applicant Header.*

*with the new Fields to Honor Work Groups feature

While these restrictions prevent users from viewing things in these areas, they may still have access to this data if it is shared with them by other users. For example, when you build an export, list, or report, you can select which Work Groups can access it.

When configuring exports, if a Work Group is selected here, its members will have access to run the export and see the data points you've included, even if these data points are excluded from the Available Panels and Subpanels menu in their Work Group settings. If a Work Group is selected when creating a list, its members can run the list and see who is included in it, even if the list is based on data points that they don't have access to via their Available Panels and Subpanels settings. On the other hand, reports are only visible to Work Groups that have them enabled in their Work Group.

Review the table below to learn more about Panel and Subpanel restriction impacts.

Feature	Impacted by Panel / Subpanel Restrictions?	Caveats
Applicant Header	Yes. The fields you can include when configuring the Applicant Header are dependent on which panels are enabled.	Once the Applicant Header is configured, any fields added to it are visible to all users who can see applicants, regardless of their panel restrictions.
Email Templates	Yes. The merge fields that are available to include in an email template are dependent on which panels are enabled.	Email templates can be shared with other users regardless of what restrictions they have. When previewing an email template before sending it, the merge fields do not contain actual data. Furthermore, merge fields that are not available to a user will not appear for them when reviewing an email template, so if they resave an existing email template, merge fields that are hidden from them will be removed.
Exports	Yes. The fields available to include in an export are dependent on which panels are enabled.	Exports can be shared with other users through their Work Groups as described above. Sharing an export template allows users to run the export and review the data included in it, including data that is restricted from their Work Group settings. Users can also copy exports that have been shared with them. This retains all of the fields, including those that are not enabled for their Work Group.
Lists	Yes. The fields available to use in filtering applicants are dependent on which panels are enabled.	Lists can be shared with other users through their Work Groups as described above. Sharing a list allows users to run it and see which applicants meet the list's criteria, even if it includes filters that are restricted in the user's Work Group settings. This can allow them to ascertain details about applicants. Users who attempt to copy a list that contains criteria that are restricted to them will not see the restricted criteria, as those filters are removed from the Edit Applicant List page.
PDF Templates	Yes. WebAdMIT prevents you from sharing a Full Application PDF with Work Groups that don't have access to its panels. When configuring a new PDF Template, users cannot include panels that are hidden from their Work Groups.	This restriction applies to Full Application PDFs only. Other document types (e.g., Applicant Uploaded Documents, Evaluations, or Transcripts) are not restricted by Work Group settings.
Reports	Yes. When configuring a Work Group, you'll determine which reports are available to its members. See Access to Reports.	Reports are only visible to Work Groups that have them enabled. This is true even if a report is shared with a user. In order to create reports, users will need to be in a Work Group that has the report type of their choice enabled.
Scoring	Yes. When it comes to configuring a Scoring Model, scoring components available to include are dependent on which panels are enabled. When it comes to reviewing applicant scores, anyone with access to the Scoring panel will be able to see applicant scores.	Users who have access to the Scoring panel can see applicant scores and the components that make up these scores, including components that are restricted to them based on their Work Group settings.
Search Page	Yes. Filters that are available to use the Search page are dependent on which panels are enabled.	While filters can be hidden based on panel restrictions, on-screen data points (e.g., Local Status) are not hidden.
Transfer Settings	No. Only WebAdMIT Administrators with Institution Manager permissions are allowed to run the Transfer Settings feature. These users will have full access to all panels.	The administrator who completed the settings transfer becomes the owner of all transferred items, including lists, exports, email templates, etc. If a user with limited access attempts to copy a transferred template, they are restricted by their Work Group settings as outlined in this table. For example, if a field isn't enabled for your Work Group, it will not be visible in lists that were brought forward via Transfer Settings.

For more information on each feature, review the appropriate area of the Help Center.

Access to Reports

When it comes to report permissions, the Work Group you are in determines:

Whether you can create reports
Which reports you can create
Which reports you can run

By default, WebAdMIT Administrators have access to create any report.

Creating Reports

WebAdMIT Administrators and other users with the Manage Lists, Reports, and Exports permission enabled can create reports and share them with other Work Groups. Anyone who is not in a Work Group with this permission is unable to create reports.

Even with the Manage Lists, Reports, and Exports permission enabled, the reports users have access to create are dependent on what has been enabled in the Reports section of their Work Group settings. To give a Work Group access to create a report, you'll need to enable that report type there.

Working with Shared Reports

You can share a report with other users by selecting their Work Group on the Report Settings page.

If you share a report with a Work Group, the members of the Work Group will see all of the report's data, including data that is not enabled via their Panel Settings.

To access a report that someone else has created, both of the following must be true:

you must be in a Work Group that has the report listed as Reports Enabled for Viewing, as pictured above.
you must be in a Work Group that was included in the These settings can be seen by... section of the Report Settings.

Due to the Fields to Honor Work Group enhancement, users will lose access to reports that are not shared with their Work Group. Only Work Groups that have been added on the Report Settings page will have access to them.

Permission Sets and WebAdMIT Functionality

To manage features in WebAdMIT, you must activate permission sets in your Work Group template. Review the following permissions to learn which specific features you can control.

Many of these permissions also give you the ability to delete or deactivate templates. If you can permanently delete a template, a warning module appears alerting you of this. If you can only deactivate a template, you can reactivate it at a later date if needed.

Permission Set	Definition	Which features can you create or edit?	Additional notes
API Access	Allows you to query WebAdMIT using the API.	N/A	Access your API Key under Account
Access to CAS Configuration Portal	Allows you to gain entry into the CAS Configuration Portal to set up programs.	Customize program settings in the Configuration Portal, including: Program open and close dates Branding and image Questions Documents Evaluations Prerequisites SlideRoom Kira Talent High school transcripts College transcripts and coursework Once a program is live, you can only update program deadline dates and the WebAdMIT Name.
Add Notes	Allows you to enter notes on the Applicant Details page. Users without this permission can read, but not create notes.	Enter information under the Notes panel on the Applicant Details page	You can only delete notes that you have entered, not other users' notes.
Change Local Statuses	Allows you to change the Local Status of an applicant's designation, either individually on the Applicant Details page, or in batches via list or search actions.	Place an applicant into a Local Status that's enabled for their program
Configure Software	Allows you to access management functions.	Create and edit any templates from the Management panel, including: Custom Fields Local Status Local GPAs Prerequisite GPAs Requirements Scoring Assignments Interviewing Applicant Header	If you also have the Email Applicants permission, you can access the Email Templates and Email Addresses features under the Management panel.
Email Applicants	Allows you to email applicants.	Compose new emails and edit email templates for applicants	If you also have the Configure Software permission, you can access the Email Templates and Email Addresses features under the Management panel.
Enable Applicant Gateways	Allows you to enable (individually or in batch), disable, and extend deadlines for Applicant Gateway activities.	Customize program settings in the Applicant Gateway, including: Supplemental Applications Schedule Interviews Extend Offer Fee Collection Collect Documents
Manage Assignments and Interviews	Allows you to assign and delete Assignments and Interviews on applicant pages. Users with this permission can also edit submitted Assignment and Interview results.	Assign Assignment and Interview templates and edit completed Assignments and Interviews
Manage Destinations	Allows you to create SFTP destinations for file transfers.	Create and edit SFTP destinations
Manage Direct Applicants	Where applicable, this allows you to manually add applicants to WebAdMIT. Note that this feature is only available for select application services.	Manually add applicants in WebAdMIT
Manage Holistic Review	Allows you to edit holistic review model domain and subdomain weights.	Edit holistic review models
Manage Lists, Reports, and Exports	Allows you to create lists, reports, exports, and PDF templates and define their visibility.	Create lists, reports, exports, and PDF templates and edit any templates that you created	WebAdMIT Administrators who are also Institution Managers can view and delete all list, export, report, and PDF templates created within their organization.
Manage Uploaded Documents	Allows you to upload and delete documents on an applicant's record for an organization.	Upload documents under Documents panel, Admissions Uploaded Documents subpanel
Manage Users and Work Groups	Allows you to create and administer other users and Work Groups.	Create and edit admissions users' accounts and Work Group templates
Modify Applicants' Custom Fields, Local GPAs, Prerequisites, and Requirements	Allows you to update an applicant's Custom Fields and Requirements, either from the Applicant Details page or in batches. This permission set also allows you to update courses included in an applicant's Prerequisite or Local GPA via the Electronic Transcript.	Update and edit an applicant's Custom Field, Local GPA, Prerequisite GPA, and Requirements that are enabled for their program
Redirect a Single Applicant	Allows you to move an applicant from one program to another. Note that this feature is only available for select application services.	Select an alternate program for an applicant
Request Background Check	Where applicable, this allows you to submit a request for a background check for an applicant. Note that this feature is only available for select application services.	N/A	Request a background check under the Personal Information panel, Background Check subpanel
Schedule Manager	Allows you to view and manage file transfer schedules.	Add, edit, pause, disable/enable, and delete file transfer schedules you can view
Update Last Exported Date Timestamp When Exporting	Where applicable, this enables applicants' Last Exported Date field to be updated when you run an export. Note that this feature is only available for select application services.	Update an applicant's Last Exported Date field based on running exports
Update Last Printed Date Timestamp via PDF Manager	Where applicable, this enables applicants' Document Last Printed Date field to be updated when you run a PDF Manager job. Note that this feature is only available for select application services.	Update an applicant's Last Printed Date field based on running a PDF Manager job
View All Applicants	Allows you to view information for all applicants. Users without this permission can only view their assigned applicants.	N/A	View all applicants for the programs you have access to
View Background Check	Where applicable, this allows you to view an applicant’s background check information. Note that this feature is only available for select application services.	N/A	View a completed background check under the Personal Information panel, Background Check subpanel
View Other User's Assignment/Interview Results	Allows you to view any applicant’s Assignments and Interviews, both on the Applicant Details page and on the Search Assignments and Search Interviews pages. Users without this permission can only view their assigned Assignments and Interviews.	N/A	View the Assignments and Interviews that have been assigned to the same applicants you can view.

Adding Users to Work Groups

Using the Menu Bar, open the Management panel, then click Admissions Users.
Click the pencil icon for the applicable user. Note that you can only add existing users to Work Groups. To create a new user, see the Managing Users topic.
Select the appropriate organization and cycle using the Modify Assignments for Organization drop-down.
Select the applicable Work Group.
Click Submit.

Managing Work Groups

To manage existing Work Groups, click Work Groups from the Menu Bar. Changes made to Work Groups take effect immediately.

Reorder, edit, copy, and delete Work Groups

Reordering Work Groups

Use the grip icon to drag and drop the Work Group into the preferred order.

Editing Work Groups

Use the pencil icon to edit an existing Work Group template.

Copying Work Groups

Use the duplicate icon to copy an existing Work Group template.

Deactivating Work Groups

Use the trash icon to deactivate Work Group templates. Note that you cannot deactivate a Work Group that is currently assigned to a user.