1. Navigating to the Settings > Users Pool page

Overview

To begin working with users pools, permitted users must first access the Users Pool page, located under the Settings menu group. This page serves as the central hub for creating, editing, and managing all users pool related activities. Navigating here empowers permitted users to configure users pools according to organizational needs.

Click on the Settings menu group of the left panel and then on the Users Pool menu option expanded under it.

Fig: 1 - Users Pool sub-menu option under the Settings menu option

Clicking on this menu option loads the Users Pool page showing the list of all the created users pools' related entries made in the application. Here is the view of the loaded page. These default users pools can then be used by the general firms / consulting firms and their agencies or clients.

Fig: 2 - Users Pool menu option loads the Users Pool page

2. Understanding the Users Pool page elements

Overview

The Users Pool interface is composed of several key components that collectively support users pool management. Understanding these elements, such as the search bar, grid view, action menus, and pagination controls enables users to interact with the system more effectively and confidently.

The SurgeONE Users Pool page allows permitted users to create, manage, and modify users pools that can be configured as per the dynamic needs of firms.

Refer to the following screenshot which is marked with numerical values that correspond to the below stated points.

Fig: 3 - Understanding the various elements of the Users Pool page

1. 1

   Search bar

   Provides functionality to quickly find existing user pool entries.
2. 2

   Grid view column

   Displays loaded or filtered results in a structured tabular format.
3. 3

   Add User Pool button

   Triggers the process to create a new user pool entry in the system.
4. 4

   Action column

   Contains a vertical ellipsis icon to toggle row-context menu options.
5. 5

   Pagination options

   Controls page item limits and allows navigation across multiple pages of entries.

2.1. Searching for Users Pool entries

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Overview

The search functionality allows users to quickly locate specific users pool entries using keywords. This feature is particularly useful when managing a large number of users pools, as it reduces time spent browsing and ensures accurate retrieval of relevant records.

You can use the search bar to enter text and find matching results.

Fig: 4 - Search bar to find existing users pools

Based on the text entered, matching results are listed out.

Fig: 5 - Filtered results

If no results are fetched by the executed search query, a No records found label populates the grid view. At the bottom-right, a Total records: 0 label can be seen.

Fig: 6 - No records found

2.2. Understanding the grid view

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Overview

The grid view presents users pool entries in a structured, tabular users format. Each row typically represents a users pool, with columns displaying attributes such as users pool name and its type. This layout provides users with a clear overview and facilitates efficient monitoring and comparison of users pools.

The grid view displays all users pool entries. The following columns are present:

Fig: 7 - Users Pool grid view

1. 1

   Pool Name

   Displays the label of the user pool entry, entered in the Pool Name field of Add User Pool modal during creation or Edit User Pool tab during update.
2. 2

   Pool Type

   Shows the current type assigned to the user pool, as selected in the Pool Type dropdown.
3. 3

   Action column

   Contains a vertical ellipsis icon to toggle row-context menu options such as View and Edit.

2.3. Creating a new Users Pool entry

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Overview

Creating a new users pool is a quick process which ensures that each users pool is properly defined and selected users are included in it to meet specific business functions.

The Users Pool created here, get reflected on the Settings > Manage Forms > Create Form / View / Edit > Form Details > Workflow Settings section. The dropdowns of this section get populated depending on the type of the pool created, for example Workflow Settings > Filing Required? > Filter Pool dropdown contains options which are Filer pool types.

Click on the + Add User Pool button at the top right, to proceed to create a new Users Pool entry for your organization.

Fig: 8 - Add User Pool button

The following modal window loads. Enter users pool-specific details here. Perform the following activities to provide necessary details in the + Add User Pool modal window:

Fig: 9 - + Add User Pool modal window view

The numerical values indicated in the following screenshot depict the various steps of user pool creation. The below points correspond with the denoted numbers.

Fig: 10 - Understanding the + Add User Pool modal window elements

1. Enter an appropriate name for the new users pool in the Pool Name field. Validation is employed in the name label as it is a mandatory field.
2. Select a dropdown option of the Pool Type dropdown field. It is a mandatory field. Selectable options are Reviewer, Approver, Filer and Notifier.

Fig: 11 - Setting the option of the Pool Type dropdown field

3. You can find two panels, one on the left and one on the right, labeled as Available Users and Selected Users, respectively. The former lists out the existing users of your organization, while the latter lists out the users which are currently assigned to this user pool. Select the checkbox against any one or more users displayed on the Available Users panel. To include all users, select the Select All Users checkbox at the top of the panel.

Fig: 12 - Selecting users of the left panel

You can also search for users using the provided search bar.

Fig: 13 - Searching for users of the left panel

4. Ensure that at least one listed role is moved from the Available Users panel to the Selected Users panel. To move listed users, you can use the buttons provided in the middle of the modal window. As you move a user from the left panel to the right, the user and the associated checkbox gets greyed-out on the left panel. Refer to the following two points stated below to understand how to move users between the panels.

   Fig: 14 - Selecting and moving a user to the right panel

   • Right arrow (>) button - Click on it after making checkbox selection(s) of the listed users of the Available Users panel to move the selected users to the Selected Users panel. Multiple checkbox selection is permitted.
   • Left arrow (<) button - Click on it after making checkbox selection(s) of the listed users of the Selected Users panel to move the selected users to the Available Users panel. Multiple checkbox selection is permitted.
5. Click on the Save button to confirm role assignment based on the selection(s) made.

Fig: 15 - Button to confirm user pool assignment

6. The modal window closes and you can view the User Pools grid view showing the new entry. The numerical value of the Total records: label also increments by one. The Pool Name column displays the created user pool.

Fig: 16 - View of the created user pool

2.4. Using the menu options of the Action column

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Overview

Each users pool entry includes an Action column with menus offering various management options. These options provide quick access to common tasks such as editing, publishing, and previewing users pools, streamlining the workflow for administrators who are tasked to create custom users pools.

Click on the vertical ellipsis icon against any displayed row entry of the grid view to toggle the row-context menu options.

Fig: 20 - Action column menu options

The following menu options are present:

1. 1

   View

   Use it to preview the configuration of any created user pool.
2. 2

   Edit

   Use it to make modifications to an existing user pool.

2.4.1. Using the row-context View menu option

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Overview

The preview feature enables users to view the users pool as it will appear to end-users. This helps verify layout, functionality, and content before making the users pool live, reducing the risk of errors.

1. Click on the vertical ellipsis icon under the Action column, against any displayed row entry of the Users Pool page to toggle the row-context menu option labeled as View.

Fig: 21 - Clicking on the View menu option

2. After clicking on it, the following modal window loads titled as View User Pool. Here you can view the user pool name, type and its member users. All fields load in read-only state.

   Fig: 22 - View User Pool modal window

2.4.2. Using the row-context Edit menu option

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Overview

Selecting the Edit option allows users to modify an existing users pool. This is useful for updating content, adjusting configurations, or refining the design based on feedback, regulatory updates or changing requirements.

1. Click on the vertical ellipsis icon under the Action column, against any displayed row entry of the Users Pool page to toggle the row-context menu option labeled as Edit.

Fig: 23 - Clicking on the Edit menu option

2. After clicking on it, the following modal window loads titled as Edit User Pool.

   Fig: 24 - Edit User Pool modal window

3. You can modify the current name for the user pool in the Pool Name field. Validation is employed in the name label as it is a mandatory field.
4. You can also select another dropdown option of the Pool Type dropdown field to change it, if required.

Fig: 25 - Setting the option of the Pool Type dropdown field

5. You can find two panels, one on the left and one on the right, labeled as Available Users and Selected Users, respectively. The former lists out the existing users of your organization, while the latter lists out the users which are currently assigned to this user pool. You can also search for users using the provided search bar.
   
   You can make modifications to the selected users but you must ensure that at least one listed user is moved from the Available Users panel to the Selected Users panel. To move listed users, you can use the buttons provided in the middle of the modal window. As you move a user from the left panel to the right, the user and the associated checkbox gets greyed-out on the left panel. Refer to the following two points stated below to understand how to move users between the panels.

   Fig: 26 - Selecting and moving a user to the right panel

   • Right arrow (>) button - Click on it after making checkbox selection(s) of the listed users of the Available Users panel to move the selected users to the Selected Users panel. Multiple checkbox selection is permitted.
   • Left arrow (<) button - Click on it after making checkbox selection(s) of the listed users of the Selected Users panel to move the selected users to the Available Users panel. Multiple checkbox selection is permitted.
6. Click on the Save button once your changes are completed

   Fig: 27 - Save button

7. The modal window closes and you can view the User Pools grid view showing the updated user pool.

Fig: 28 - View of the updated user pool

2.5. Pagination options

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Overview

Pagination controls are provided to help users navigate through multiple pages of users pool entries. This feature improves usability by limiting the number of entries displayed at once, making it easier to browse and manage large datasets. Users can efficiently navigate to the exact set of entries they need without unnecessary scrolling by using the pagination options.

Pagination options are provided at the bottom-left, to navigate through multiple pages of entries, which populate the grid view as per the selected count of items per page. Selectable options are 20, 50 and 100, where the former is set by default.

Left are right arrow keys are also provided to navigate to the next and previous pages respectively when the number of created users pools exceed the selected page display item limit.

Fig: 29 - Pagination options

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