📖 Restrict Users or User Groups to Workspaces and Instructions

You can restrict users or user groups to specific workspaces
(work areas) and work instructions to ensure that employees only see
relevant tasks. This improves security, prevents errors, and streamlines workflows.

🔹 Ensure Process Security – Prevent unauthorized changes to work instructions.
🔹 Reduce Worker Confusion – Show only relevant work instructions based on role or location.
🔹 Improve Traceability – Ensure that only trained personnel execute specific tasks.

Step 1️⃣: Manage Use Groups

1. Navigate to Company Settings > User Management > Groups.
2. Click "Create Group" and enter a name (e.g., "Quality Control Team").
3. Assign Users and Work Instructions to the group.
4. Define Permissions for the group (e.g., Execution Only, Edit Access).
5. Save the group settings.

📌 Tip: If a user belongs to multiple groups, they inherit the most permissive access.

Step 2️⃣: Assign Users to Work Areas

1. Navigate to Work Area Management.
2. Select the work area where you want to restrict access.
3. Go to the Assigned Users
4. Add the users that should have access.
5. Save your settings.

📌 Tip: If a user is not assigned to a work area, they won’t see any work instructions linked to that area.

Step 3️⃣: Assign Users or Groups to Work Instructions

1. Navigate to Work Instruction Management.
2. Select a work instruction.
3. Navigate to Settings of the Work Instruction.
4. Scroll to section "Share with users".
5. Choose individual users or user groups that should have access.
6. Save your settings.

📌 Tip: If no restrictions are set, all users can see and execute the work instruction.

Step 4️⃣: Using User Groups for Access Control within a work instruction

✅ User Groups can be set up as a condition if a work step can be executed or should be skipped
✅ This enables to set up one work instruction, which adapts to the user group of the operator
✅ For example: One can set up user groups to define the experience of the users (Rookies, Seniors, Pros). Dependent on the experience level/ user group certain steps are shown to the operator or are skipped.

📌 Related Article: Set Up Conditional Workflows
(IF-THEN Logic)

💡 What’s Next?

🎯 Now that your user groups are set up, here’s what you should do next:

✅ Set Up Conditional Workflows (IF-THEN Logic) →

✅ Set Up Translations for Your Work Instructions →

📩 Need help? Contact support@setago.io