Security Groups

Security Groups

SUMMARY/PURPOSE

Use this article to create, configure, and assign Security Groups that control user access in Transvirtual. This guide explains what Security Groups are, how to set them up, and how to assign users to them.

OVERVIEW 

Security Groups control what users can view and edit in your account. Each group defines access permissions at the menu, page, and field level.

Use this when:

  • Setting up user access for different roles (e.g. staff, customers, agents)
  • Restricting access to specific pages or features
  • Creating custom permission sets for business units or teams

BEFORE YOU BEGIN

Ensure the following prerequisites are met:

  • You have SuperAdmin access
  • You understand which pages and menus each group should access


IMPORTANT 
Only SuperAdmin users can create and modify Security Groups. Changes may take approximately 20 minutes to be displayed.   


DEFAULT SECURITY GROUPS

Your account includes three default Security Groups:

SuperAdmin

  • Full access to all features and data
  • Assign only to directors, owners, or senior management
Operations
  1. Access to a limited sub set of operational pages and tasks

Customer

  • Access to customer-specific data only
  • Can view and create consignments where they are the customer
  • Cannot access configuration, finance, or operational areas

Agent

  • Minimal web portal access 
  • Used for device-based scanning and loading
  • No access to reporting or administrative functions

STEP-BY-STEP INSTRUCTIONS 

View Existing Security Groups

  1. Navigate to Configuration > General > Security Groups
  2. Review the list of existing groups



Create a New Security Group (Optional)

Step 1: Add the Group

  1. Click Add Security Group



  2. Enter a descriptive name (e.g. "Warehouse Manager", "Finance Team")
  3. Configure the following settings:



    Default General Security

    • Controls default permissions for pages this group can access
    • Recommended: Read/Write (RW)
    • Allows users to interact with approved pages

    Default Menu Security

    • Controls automatic access to new pages added under menus
    • Recommended: NONE
    • Prevents unintended access to new features

WARNING

Setting Default Menu Security to Read/Write grants access to all current and future pages under that menu. Use NONE to maintain control over permissions.

Copy Security From

    • Optional: Select an existing group to duplicate settings
    • Useful when creating variations of existing groups.
 4. Click Update.

Step 2: Configure Group Permissions

  1. Click the dropdown arrow next to your username (top-right)
  2. Select Enter Security Mode



  3. Padlock icons appear next to menus, pages, and fields



Step 3: Set Page and Menu Access

  1. Click the padlock next to the menu or page you want to configure
  2. Click Set Security
  3. Select the Security Group
  4. Choose the access level:
    • Read/Write (RW): View and edit
    • Read (R): View only
    • None: No access



  5. Confirm the success message









NOTE: Users must have access to all parent menus to reach a specific page. For example, to access Customer Manifest, users need access to:
  • Home menu
  • Operational Tasks submenu
  • Customer Manifest page

Step 4: Verify Group Configuration

  1. Hover over any padlock
  2. Click Impersonate
  3. Select the Security Group
  4. Click Enable Impersonation
  5. Refresh the page to see what users in this group can access
  6. Disable impersonation when finished




Best practice: Log in as a test user with the assigned Security Group to confirm all permissions work as expected.

Step 5: Exit Security Mode

  1. Click the dropdown arrow next to your username
  2. Select Exit Security Mode


Assign Users to a Security Group

For Staff Users
  1. Navigate to Home > Card Files > Staff List
  2. Double-click the staff member
  3. Tick the appropriate Security Group
  4. Untick any previous groups (if changing)

For Customer or Agent Users

  1. Navigate to the Customer or Agent card
  2. Click the Logins tab
  3. Double-click the user login
  4. Select the appropriate Security Group



NOTE

  • Avoid assigning users to multiple Security Groups (may cause conflicts)
  • Do not assign staff-level access to customer or agent logins
  • If advanced access is required, create a separate staff login
  • Customers will only see manifests where they are listed as the customer. This restriction applies automatically.


COMMON ISSUES & TROUBLESHOOTING

Issue: Changes to the Security Group are not visible
Cause: Changes take time to propagate
Resolution:
  • Wait 20 minutes after making changes
  • Log out and log back in
  • Clear browser cache if necessary

Issue: User can't access a page despite group permissions
Cause: Parent menu access not granted
Resolution:

  • Verify user has access to all parent menus
  • Check each level from the top menu to specific page
  • Use Impersonate to identify missing permissions

Issue: User has unexpected access to pages
Cause: User assigned to multiple Security Groups or Default Menu Security set to RW
Resolution:

  • Assign user to one Security Group only
  • Check Default Menu Security is set to NONE
  • Review parent menu permissions

FAQs

Can users belong to multiple Security Groups?

Yes, but it's not recommended. Multiple groups can create permission conflicts and unexpected behavior. Assign users to one group where possible.

How long do Security Group changes take to apply?
Approximately 20 minutes. Users may need to log out and log back in to see changes.

What happens if I change the default Security Group settings?
New users will be assigned to the group specified in Configuration > General > Global Setup > General tab > Other section. Existing users are not affected.


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