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25Live Security Group Templates

When creating a 25Live security group, you must copy one of the security group “templates” as the starting point for creating the security group.

This table lists each of the security group templates available in the 25Live Administration Utility and the kind of user each is intended for.

Use this template...For users who must be able to do all or most of the following...
System Administrator
  • Perform all system functions

This is the security group template to use for those responsible for supporting and administering 25Live, including the Public Search User.

Scheduling (Advanced)
  • Create, edit, and delete events
  • Assign locations and resources to events based on assignment policy
  • Read organization comments/ratings
  • Set up event pricing
  • Create and edit locations, resources, organizations, and contacts
  • Create and edit all master definition data

This is the security group template to use for those who are leads in a scheduling office and/or functional administrators responsible for data management.

Scheduling (Intermediate)
  • Create events
  • Assign locations and resources to events based on assignment policy
  • Read organization comments/ratings
  • Set up event pricing
  • Create and edit organizations and contacts
  • Create and edit all master definition data

This is the security group template to use for those whose primary job is scheduling.

Scheduling (Basic)
  • Create events
  • Assign and approve assignment of locations and resources based on assignment policy

This is the security group template to use for those with basic core scheduling rights.

Service Providers
  • Create and edit their own resources
  • Assign and approve assignment of their own resources
  • Create events when necessary

This is the security group template to use for support/service personnel.

Draft Event Submitters
  • Submit event drafts

This is the security group template to use for those who can only submit event drafts. Event drafts don’t reserve locations/resources or trigger assignment policies until saved as “real” events by an authorized scheduler.

View Only
  • View events, locations, and resources

This is the security group template to use for the Viewer Seat.


To Add a Security Group

The instructions below tell you how to add any 25Live security group, except the Viewer Seat group. For information on creating the 25Live Viewer Seat and its security group, see 25Live Viewer Seat Setup available here: http://knowledge25.collegenet.com/display/CustomerResources/25Live+Documentation

  1. In the 25Live Administration Utility, select the Security tab.
  2. Select the Add Functional Security Group task tab.

  3. Click the security group template name that best describes the permissions of the security group you want to add. You must copy a security group template to create your new security group.

  4. Enter a name for the security group (required), and, optionally, a description.
  5. In the Rights area of the page, modify the functional security rights of the new security group as needed. You must scroll down to see the entire rights list. The rights that have been selected by CollegeNET for the security group template you copied represent the recommended and most common selections for a security group of this type. For descriptions of all functional security rights, see Functional Security Settings.
  6. Click Add Security Group.

Functional Security Requirements for Creating/Editing Events

Functional security required to view, create, and edit events and run event searches

Below is a list of the minimal functional security required for a security group to be able to create and edit events using 25Live Pro, assign and/or request locations and resources, and view event details.

  • Events: Event Wizard = Can use 25Live Event Wizard to create and edit events
  • Events: Event Drafts = Can view, edit, create, and copy
  • Events: Events = Can view
  • Events: Location Assignments = Can assign and/or request locations in Event Wizard
  • Events: Resource Assignments = Can assign and/or request resources in Event Wizard
  • Events: Description and Confirmation Notes = Can view and edit
  • Tasks, Reports, and Email: To Do Tasks = Can view, create, assign, complete and delete To Dos
  • Cabinets and Folders: Cabinets = Can view
  • Cabinets and Folders: Folders = Can view

Functional Security Requirements for Searching

Functional security required for searching

The information below describes how functional security must be set up for a security group to be able to access and use 25Live searching capabilities. “<object>” indicates the type of object that can be searched for. For example, to be able to do a simple search for events, Events functional security “Events” must at minimum be set to “Can view” and Searches and Master Definitions functional security “Event Search” must be set to “Can run an event Keyword Search with More Search Options in 25Live Pro”

As a non-signed in user, to be able to view and run public searches and define and run simple searches, functional security must be set to:

  • <object> = Can view
  • <object> Search = Can run an <object> Keyword Search with More Search Options in 25Live Pro

As a signed-in user, to be able to view and run public searches and your saved searches, delete and rename your saved searches, and define, run, and save simple and advanced searches, functional security must be set to:

  • <object> = Can view
  • <object> Search = Can run an <object> Advanced Search, Keyword Search with More Search Options in 25Live Pro

As a signed-in user, to be able to view and run public searches and your saved searches, delete and rename your saved searches, define, run, and save simple and advanced searches, and use SeriesQL to define and run searches, functional security must be set to:

  • <object> = Can view
  • <object> Search = Can run event SeriesQL, Advanced Search, Keyword Search with More Options in 25Live Pro

If a security group has the required access to the advanced event search, but has “Can’t View” access to locations, resources, and/or organizations, members of the group are able to access the advanced event search, but can’t edit location, resource, and/or organization search criteria (whichever they don’t have at minimum “Can View” access to).

The master list search criteria available in an advanced search are controlled by a combination of functional security in Series25 Group Administration and the master definition settings in 25Live System Settings.



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Documentation For Administrators

25Live Pro Admin Utility Help

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