User Groups in FieldEx let you control who can view, act on, and approve key workflows across the platform. In the Admin setup, you’ll define groups, add members, and map those groups to modules and locations (like inventory zones and bins). This article explains how User Groups work in general, and how to use the four core group contexts in FieldEx: Job Order, Ticket, Inventory, and Notification.
What Are User Groups?
A User Group is a named set of users with shared responsibilities and permissions. Groups are referenced by multiple modules to determine who can perform actions (e.g., create/assign/approve) and who must be notified. Groups also enable location-based control: you can attach a group to a zone or bin so that only members of that group can move, receive, or approve transfers for inventory in that location.
Concept | What it controls | Typical examples |
Membership | Who is allowed to act/approve/receive in a process | Technicians, Planners, Supervisors, Storekeepers |
Group Type | Which module references the group for permissions/workflow | Job Orders, Tickets, Inventory, Notifications |
Location Mapping | Which zones/bins the group manages | Warehouse A → Zone ER-12; Vans → User Bins |
Tip: Keep groups role-based and reusable. For example, “East Region - Inventory Approvers” can be referenced by multiple zones and still be used in approval workflows. |
The 4 User Group Contexts in FieldEx
FieldEx references groups across four core contexts. You can create separate groups per context or reuse the same set where appropriate.
1) Job Order Groups
Used by the Job Orders module to define who can create, assign, progress statuses, or approve specific steps. Typical groups include: Job Planners, Supervisors, Field Technicians, Quality Review.
Control assignment and status transitions
Gate sensitive actions (e.g., completion approval)
Drive visibility in job dashboards and queues
2) Ticket Groups
Used by the Tickets module to route new issues, control who can triage and escalate, and define approval for closures where required. Typical groups: Support Tier 1, Support Tier 2, Escalations.
Define who receives and triages new tickets
Separate frontline vs. escalation responsibilities
Optionally require closure approvals
3) Inventory Groups
Inventory groups control who can perform and approve transfers and who can receive items for specific zones/bins. This is the core of custody, movement approvals, and auditability.
Create groups of users and assign them to inventory zones/bins
Only users in the assigned group can move or receive items for those bins
Approval workflows (e.g., requisition/consignment) reference these groups for Level 1/Level 2 approvals
4) Notification Groups
Define who gets notified for specific events (e.g., “Transfer Pending”, “Approval Required”, “Job Overdue”). Use them to keep the right people informed without spamming everyone.
Target notifications to the responsible team
Support email and in-app notifications
Map events to groups centrally in the Notifications setup
Useful Pre‑requisites
Before you configure group-based controls, make sure the following are defined:
Clear roles and responsibilities in your operation
Warehouse/Zone/Bin structure (including user bins and van bins)
Approval policy for Job Orders, Tickets, and Inventory movements
Tip: Start with a small set of groups (e.g., by region and function) and expand only if policy requires finer control. |
Creating User Groups
Path: Setup > Users > Groups
Select the Group Type this group will serve (Job Order, Ticket, Inventory, Notification).
Click Create New.
Enter a Group Name (e.g., “East Region – Inventory Approvers”).
Add Members (users) to the group.
Click Save.
Field | Description | Example |
Group Name | Label used across modules and approvals | East Region – Inventory Approvers |
Group Type | Where this group is referenced | Inventory / Job Order / Ticket / Notification |
Members | Users belonging to the group | Staff, Engineer |
Assigning Groups to Inventory Zones/Bins
Path: Setup > Modules > Inventory > Zone
Select the Zone that contains the bins you want to control.
Set the Managing Group for the zone (e.g., your Inventory Approvers group).
Save changes. All bins under this zone now inherit the managing group.
With this mapping in place, only users in the assigned group will be able to initiate, approve, and receive transfers for the bins under that zone. This includes requisitions, consignments, and direct bin-to-bin transfers.
Why this matters: Location-based control prevents unauthorized stock movement and ensures accountability for all item custody changes. |
Using Groups in Approval Workflows
Many approval flows in FieldEx (e.g., Requisition and Consignment notes) reference groups as Level 1 and Level 2 approvers. Typically, the Zone Managing Group acts as Level 1, and a supervising group (e.g., Regional Management) acts as Level 2.
At least one approval group is required for inventory movements.
Level 1 and Level 2 must be different groups.
Approvals can be sequential or parallel, based on your setup.
Using Groups in Job Orders, Tickets, and Notifications
Job Orders
Restrict who can change statuses or approve completions.
Route jobs to the correct planning/approval group.
Tickets
Route new tickets to the correct triage group.
Define escalation groups for advanced support.
Notifications
Map specific events to the right notification group (email & in‑app).
Keep communications targeted and actionable.
Key Field Summary
Field | Type | Used In | Purpose |
Group Name | Text | All | Identifies the group across modules and approvals |
Group Type | Choice | Job Order / Ticket / Inventory / Notification | Determines where the group is referenced |
Members | Users | All | Defines who can act/approve/receive |
Managing Group (Zone) | Reference | Inventory | Controls transfers and approvals for bins in the zone |
Approval Level | Level (L1/L2) | Inventory / Job Order / Ticket | Sets sequence and oversight in approvals |
Notification Mapping | Event → Group | Notification | Targets the right audience for alerts |
Tip: For inventory control, assign a Managing Group at the zone level so that all bins under the zone inherit the same governance—this reduces configuration drift and audit gaps. |
Examples & Use Cases
Inventory: “Warehouse A – Approvers (L1)” and “Regional Ops – Approvers (L2)” govern all bins under Warehouse A’s zones.
Job Orders: “HVAC Planners” can assign and re‑schedule jobs; “HVAC Supervisors” approve completion.
Tickets: “Support Tier 1” receives new tickets; “Escalations” handles complex cases.
Notifications: “Inventory Alerts – East” receives “Transfer Pending” and “Approval Required” events for East region bins.