Tailoring the user experience with custom user groups

The QorusDocs design philosophy is to keep it simple and provide an uncluttered user experience, where each user only sees the things that matter to them and that they need for their day-to-day job. That’s why QorusDocs provides a way to tailor the user experience based on a user’s custom group membership(s) and the group’s permissions.

In this article, we’ll cover the following:  

1. Tailoring the search user experience
2. Tailoring the pursuit user experience
3. Tailoring the home page and navigation user experience
4. Example screenshots of before and after

You’ll need to belong to the QorusDocs Admin user role to do this.

1. Tailoring the search user experience

Go to Manage > Content Sources, then click on the gear icon next to the name of a content source and on ‘permissions’:

The default setting is that each content source is visible to all the licensed users in your QorusDocs. To restrict this to certain groups only, click on ‘Custom’ and then enter the name of a group in your QorusDocs.

When you’re done, click on ‘Save’:

Alternatively, you could limit the visibility of a content source to one or more users you specify, rather than a custom group. That’s fine when you have very few users, but it can get a bit tricky and time-consuming to manage the more users you have.

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2. Tailoring the pursuit user experience

There are two different kinds of permissions users can have when it comes to pursuits – ‘access’ permissions and ‘create’ permissions.

• ‘Access’ permissions: As a user, when you create or manage a pursuit, you can specify who is able to access that specific pursuit. These are pursuit-level permissions and useful for when you want to limit who can access a particular pursuit’s workspace, usually for confidentiality reasons. You can learn more about adding and removing members on a pursuit here.
• ‘Create’ permissions: As an Admin, when you’re configuring a Pursuit Type, you can specify who can see that Pursuit Type in the UI and create new Pursuits based on that Pursuit Type. These are pursuit type-level permissions and useful for uncluttering the UI and hiding Pursuit Types that are not relevant to user(s) and/or user group(s) that you specify. This is what we go on to explain below.

Go to Manage > Pursuit Types, then click on the gear icon next to the name of a pursuit type and on ‘edit’:

The default ‘Permitted Users’ setting is that all the licensed users in your QorusDocs have the ability to create pursuits of any type. To restrict this to certain groups only, click on ‘Custom’ and then enter the name of a group in your QorusDocs, and when you’re done, click ‘save’:

Alternatively, you could specify ‘permitted users’ at user level, one user at a time. As mentioned earlier though, the more users you have, the more time-consuming it will become to manage. That’s why we encourage you to make use of groups as much as possible.  

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3. Tailoring the home page and navigation user experience

In QorusDocs Online, you can make it easy for your users to access other systems or resources they use as part of their day-to-day work, like your company intranet, a pricing calculator spreadsheet, or a set of Power BI reports, directly from the QorusDocs UI.

You can also determine who can access these resources by setting user and/or group permissions on each custom page and tab. To do this, go to Settings > Hub Management > Tabs & Pages, then click on the name of the custom tab or the custom page you’d like to edit:

The default ‘Permitted Users’ setting is that all the licensed users in your QorusDocs have the ability to view the custom tabs and pages you configure.  To restrict this to certain groups only, click on ‘Custom’ and then enter the name of a group in your QorusDocs, and when you’re done, click ‘save’:

Alternatively, if you want to disable or turn off the visibility of a custom tab or page for all users in QorusDocs, you can click on the small ‘eye’ icon on the right:

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4. Example screenshots of before and after

So how does the user experience change? Here are two example screenshots, where the ‘BEFORE’ screenshot shows everything visible to everyone in QorusDocs:

And here’s what it might look like after the user experience has been tailored with custom user groups:

To learn more about custom groups, click here.

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