Create and Manage Visibility Groups

Using Visibility Groups in Turvo allows you to streamline the visibility of a particular user or group of users. This ensures they see information that is relevant to them, limits the potential for error, and allows more efficient communication to whole groups rather than individuals. To use this functionality, a group must be created and members added to it. We also have a video on this topic! Check out the Creating and managing Visibility groups video

For example, Johnny manages shipments for a customer that has three locations: A, B, and C. His manager only wants him to see and manage shipments for Location B. To accomplish this, Johnny's manager can create and assign him to a visibility group that only shows shipments traveling through Location B and designate that he has Editor permissions within the group. As a result, Johnny's default view will not show shipments where Location B isn't part of the route.

Create Visibility Groups

To create a new Visibility group you have to have Admin or Super admin permissions. Follow the steps below to create a Visibility group:

1. 1. Log in and click on the + sign in the upper right corner of your screen, then select Group from the drop-down menu.
      
      
      
   2. Fill in the details on the Create group modal that pops up. Descriptions of each field are listed below.
      
      
      
      • • Group name (required): Enter the name you'd like to give the group.
        • Description (optional): Enter the group description. This field allows you to add any pertinent information related to the group or accounts that may be associated with the group. 
        • Member name (required): Enter at least one user's information
          • To add another member select the + Add Member 
        • Permissions (required): Select the permissions level that the user should have in this group. Make sure to select the correct permissions because this will control what the user has access to do and see in the new group.
          • Group permission levels can be changed under the User Profile > Groups tab if you need to update user permissions after the fact
          • Permissions assigned in a group only apply to that particular group, and the higher level of permissions always trumps the lower level. This means, if a user has Viewer privileges provided at their account level (visible under their user profile), and you give them Editor privileges in a group, they will have Editor privileges for shipments in that group, but Viewer privileges everywhere else. Conversely, if a user has Editor privileges and you give them Viewer privileges in a group, nothing will happen because the user's Editor privileges trump the lower Viewer privileges given in the group.
        • Users can switch between different group views by clicking on their profile icon in the top right corner of the screen and selecting View as and choose the group
      • Allow messages: Select the checkbox if you'd like to allow messages to be sent to this group. When you have this box selected, the group will show up in Messenger so that messages can be sent to all members of the group at once rather than selecting individuals.
   3. Once all required information is filled out, the CREATE button will change from grey to blue. Click CREATE and the group will be created. Existing groups will appear under Profile > Admin console > Groups, where they can be viewed and/or edited at any time.
      
      
      
   4. After creating the group, you will need to add customers and locations to it. When you assign customers or locations to a group, this allows members to see information related to them, such as shipments, orders, an account profiles.

Assign Visibility Groups

To assign a group, follow the below steps: 

1. 1. Hover over the left navigation bar and select Customers or Locations (whichever one you'd like to add to the group)
   2. Select the Customer or Location you want to add to the group
   3. Once in the customer or location profile, select the Details tab
   4. From here select the Groups segment and add the newly created group
      
      

Note: The groups you assign your customers and locations to can be inherited by the shipments associated with those customers and locations. Using settings in the Admin console > Settings > Shipments > Groups segment, you can select whether your shipments should inherit groups from their assigned carrier(s), customer(s), location(s), and/or order(s). Check out our article on Assigning your shipments to groups to learn more about this feature. 

Visibility Groups Overview and Member Details

The Summary tab for any given group contains the Overview and Members details cards. 

• • The Overview card displays high-level information like the group’s creation date, the group’s description, any duplicate groups, and whether group messaging is allowed. 
  • The Members details card displays total users including active and suspended users, and the total number of users assigned to each role within the group. 

To view the number of users assigned to a role within the group, click Roles’ stats on the Members details card. 

User Status in Visibility Groups

When a user's status changes in Turvo, that user’s status is reflected in the groups they are associated with. Active users show a status of Active. When a user is suspended, they are also suspended from all groups they are part of. The suspended user will still be visible in the group, but they are greyed out and show a status of Suspended. When a user is deleted, they are deleted from all groups they were part of and are no longer visible on the Members tab.

You can see the status of users in a group by navigating to Admin console > Groups. Select a group and click the Members tab to see a list of all members in the group and their statuses.

Hide Default Visibility Group

You can hide te default visibility group from select roles. To do this, navigate to Admin console > Rules > Groups > Configurations > Hide default visibility group. 

Toggle ON Hide default group from the selected roles and then select the roles you want to hide the default visibility group from.

Prevent Duplication of Visibility Groups

Turvo recognizes and prevents the creation of duplicate groups. 

When creating a new group, the system checks previously created user groups for parameters that match the group you are creating. Below are the parameters for which a group is considered to be a duplicate:

• • Group Name: a case insensitive match to another group name
  • Member Name: the exact set of members
    • Note: The addition or subtraction of a user will not be considered a duplicate.
  • Permissions: an exact match of user permissions

If a duplicate group is detected, an error message displays and the system prevents the creation of the group.

If a duplicate Visibility group is created, a duplicate group icon will display in the Group list in Admin Console > Groups.

Turn off the prevention of duplicate Visibility Groups

Super Admin and Admin users have the ability to toggle this configuration to OFF. Custom roles can also toggle this configuration to OFF if the ability is assigned to them through Roles and permissions. When toggled to off, the system allows the creation of duplicate groups and displays a message indicating that the duplicate group is similar to another previously created group. The system displays the group or groups to which the newly created group is a duplicate.

To turn off the prevention of duplicate groups, navigate to the Admin Console > Rules > Groups > Visbility Groups. There you will see the option to toggle off the prevention of duplicate groups.

Note: The configuration is toggled OFF when the option is greyed out.

Search Visibility Groups

Searching Groups in Turvo allows all users to streamline the process of switching between Groups.

As part of the Groups functionality, Turvo has arranged groups in alphabetical order and allows you to search user groups at the tenant level. The search is performed on the list of all Groups in the tenant that the user belongs to.

Turvo prioritizes your group search results in the order below:

1. Alphabetic characters: Aa - Zz
2. Numeric Characters: 0 - 9
3. Special Characters: _, !, @, ~, …

To search Visibility Groups, follow the steps below:

1. Click your profile icon at the top right corner of the screen and select View as. Begin typing the name of the group you wish to use. The matching groups populate in order of character prioritization shown above.
   
   
   
2. Then, select the group you want to switch to and click APPLY.
   

Filter and sort Visibility Groups

Super Admin, Admin, and Custom roles with permissions to View & Edit or above have the ability to filter and sort user Groups. 

To sort Visibility Groups

1. Navigate to Admin Console > Groups.
   
   
   
2. Click the Filter icon at the top right.
   

   You’ll see the option to sort by Group name either from A-Z or Z-A. The down arrow indicates A-Z sort and the up arrow indicates Z-A sort. 

   You’ll also see the option to sort by # of members in either ascending or descending order. The up arrow will sort in ascending order and the down arrow sorts in descending order.

3. Here, you can search for Groups using Group name or you can search for a User and all Groups associated with that user. Click APPLY to see your search results.

Select and delete Visibility Groups

To sort Visibility Groups, follow the steps below:

1. In Admin Console > Groups, use the selection boxes to select the Groups you want to delete. Then, click DELETE.
   Note: Up to 200 Groups can be selected and deleted at once.
   
   
2. A notification box appears to confirm the Groups you are deleting. Confirm your selections as this action cannot be undone. Then, click DELETE.