Configuration

Smart Groups

Smart Group are groups you define and assign to resources in PAR OPS to grant or limit access. It acts like a membership where only members within groups are able to interact with each other.

  • By default, users of PAR OPS have access to all the resources purchased for their subscription which are appropriate for their role (Unit, Multi-Unit, or Admin). Assigning a Smart Group to resources will limit access to only members assigned to the same Smart Group.
  • Payroll is an exception. By default, Payroll access is not granted to any user. Access is only granted by assigning Payroll resources to a Smart Group, and assigning that same Smart Group to the user Logins which you select to have access to Payroll.

This activity is available on the Smart Client ONLY.

Overview of Creating and Applying Smart Groups

The process of creating a Smart Group and associating them with resources in the system follows these basic steps:

  1. Create the Smart Group, giving it a name and selecting the appropriate type(s)
  2. Associate the Smart Group to one resource
  3. Associate the Smart Group to the other resource

By associating both resources to the same Smart Group, those two resources now interact with each other.

Creating a Smart Group so certain users only show To Dos

A common and useful example to illustrate the smart group process is creating a Smart Group that will grant the Advanced Permission of Hide Menu to specific user Logins. This will hide the menu from those users so they only see the To Dos assigned to their role.

The process is:

  1. Open Smart Groups and create a Smart Group (naming it Hide Menu and selecting the Group Type of Activity)

    In our example, we had a Smart Group for Advanced Permissions, so we created our new Smart Group for this specific advanced permission as a sub-group. We could have added it as a Root group or under a group with the right activity type, but structuring your Smart Groups provides you guidance when you assign them.

  2. Open Advanced Permissions and assign the Hide Menu Smart Group to the Hide Menu permission

  3. Open Logins and assign the Hide Menu Smart Group to the user Logins you want to hide the menu for

Once those steps are completed, the logins associated with the Hide Menu smart group will only see their To Dos the next time they log in. The Hide Menu smart group assigned to their login delivers the Hide Menu special permission which is also assigned to the Smart Group.

  • If you had associated the Allow Edit Recipe Card permission with your Hide Menu smart group, the logins with the Hide Menu smart group will be granted the ability to edit Recipe Cards. The name of the Smart Group itself is just a label, and does not provide any functionality. Nor does it limit how the Smart Group can be assigned. Take care in aligning your Smart Group naming conventions with how they will be used. The 'COMMENTS ' column in Smart Groups can provide additional clarity to help guide use.

What are the Different Types of Smart Groups?

The Smart Group Type determines how a Smart Group is associated with resources in PAR OPS:

  • Customer: determines what customers you will have access to within the Special Events, Catering, and Production Kitchen activities
  • Activity: determines what activities in the menu you will have access to (customizing beyond the activities for your subscription and role)
    • The Activity Smart Group is assigned to an Activity in Subscriptions, Menus and Services, and the same Smart Group is applied to a user Login to give those specific activities to the login.
  • Journal: determines what values can be manually entered on what accounts in the Business Journal
  • Report: determines which reports can be accessed in the Reports activity
    • This does not restrict access to reports that are launched from the Action button within activities, Scheduled Reports, or reports launched in To Dos
  • Item: determines which Items are available to Units
    • The Item Smart Group is assigned to items in the Item Master, and assigned to Units in Restaurants.
  • Payroll: determines who can see payroll
    • No user will see Payroll until they are assigned the Smart Group associated with the Payroll activities.
  • PMix: associates menu groups to items for reporting purposes
  • Document Locker/Chat About: determines which documents users access and edit in the Documents activity
  • Vendor: determines which Vendors are available to Units
    • The Vendor Smart Group is assigned to Vendors in the Vendors activity, and assigned to Units in Restaurants.
  • Unit: determines Unit groups for reporting (regions, areas), Multi-Unit users access to units, and Payroll Groups (which payroll groups a user with access to the Payroll activity can see)

How do I Launch Smart Groups activity

Below are the steps on how to launch Smart Groups

  1. Select Restaurants, Logins and Groups from the Menu Folder
  2. Select Smart Groups activity

Explanation of All Columns

  • 'DESCRIPTION': the name for the Smart Group.
  • 'GROUP TYPE': defines what resources can use the Smart Group (see What are the Different Types of Smart Groups?)
  • 'COMMENT': allows you to type a comment about the Smart Group
  • 'HIDE': This box is checked to hide the Smart Group so it can no longer be used
  • 'GROUP CODE': an additional identifier for a group. This can help you identify a group and understand it's purpose (such as RMG for Restaurant Management Group, or POS for POS Group). PAR OPS defaults the Group Code to the letter G (for Group) and adds a sequential number. So, if you have existing groups G01, G02, G03, the next group you add will have the default group code G04.
  • 'SORT': allows you to define a sequence for Groups. By default, Groups list in the order they were added. You put a number in the sort column to sequence the Groups.
  • 'GROUP LEVEL': indicates the level of the Group. Root Groups are level 0. The first level down from Root Groups are 1. The next level down is 2, etc.
  • 'AFFILIATES': shows the number of resources assigned to the Smart Group.

How Smart Group Assignment impacts Multi-Unit Users

There are many smart groups that are assigned to a row in DC and must be assigned to a Unit for use. At times a Multi Unit user will need access to the same rows. In this instance the Smart Group will be assigned to the row in DC and must be assigned to the MU login user.

  • For Example: Unit A needs to have access to Vendor 1 to enter invoices. Create a smart group assign that smart group to Unit A and Vendor 1. An Area Director with a MU login and access to the unit needs to be able to report purchase made from Vendor 1. The same smart group that was assigned to Unit A and Vendor 1 must also be assigned to MU login for the Area Director to have access.

These also exist in the following forms:

  • Vendors
  • Customers
  • Assign the smart group to the rows, the unit and any MU user should also have access to the date using reports.
  • Items
  • Performance Budget Templates
  • Performance Journal Templates
  • Schedule Formats
  • Journal Templates
  • Menu Templates – This is in Plate Costing

Smart Group Reports

There are two reports that provide detailed information about your Smart Groups:

  • Smart Groups - Publishers and Subscribers (RDC_GroupAssociates_Rept)
  • Smart Groups - Tree View (RDC_GroupTree_Rept)

How Do I Add A Root Group?

A Root Group is a Parent-level smart group. These smart groups often contain sub-groups, or children, which display when you click the   to expand the group details. A root group cannot be a child of another group. All children inherit the Group Type of the Root group. By nesting groups, you can arrange hierarchies to more effectively manage how resources can be accessed in the system.

  • A smart group set up for Restaurant Management that mirrors an organizational chart. Before adding a new root group, review the Smart Groups available to see if the group you want to add belongs in an existing hierarchy or if you should create a new root.

Once you have opened Smart Groups, perform the following.

  1. Right click any row
  2. Select Add Root Group
  3. Enter the name in the 'DESCRIPTION' column
  4. Select an option in the 'GROUP TYPE' column
    1. It is important to be selective in the group type(s) you select because any children you put under your root group will inherit these settings. The group type determines what you can associate the smart group to.
  5. Enter a code in the 'GROUP CODE' column
  6. Click Done
    1. The 'COMMENTS' column is a great place to type notes about what you want to accomplish with the group, and what members you are targeting with the group. This can help keep things very clear when you go to associate groups with resources.

How Do I Change A Group To A Root Group

The Make Root option in the right-click menu can promote a child group to a Root Group.

How Do I Add Sub-Groups (Children)?

A Root Group(Parent) can nest several levels of sub-groups, or children, beneath them. This allows you to build a hierarchy of groups. To see sub-groups of any groups, expand details by clicking the "-->" icon.

Once you have opened Smart Groups, perform the following

  1. Right-click the row you want to add a sub group to
    1. Don't select a group that you intend to add a peer group to. The menu option Add Group adds a child, or sub-group. Select the group you want to add a sub-group to.
  2. Select Add Group
    1. The Dashboard Groups currently only has an Executive Group to deliver specific Dashboards for Executives.
    2. If you wanted to add another custom group to deliver Dashboards, you select Add Group when right-clicking the Dashboards Groups smart group. If you right-clicked the Executive Group, it would add a sub-group to the Executive Group.
  3. Enter the name in the 'DESCRIPTION' column
    1. 'GROUP TYPE' column is inherited from the main group and not selected by sub groups.
  4. Click Done
    1. The 'COMMENTS' column is a great place to type notes about what you want to accomplish with the group, and what members you are targeting with the group. This can help keep things very clear when you go to associate groups with resources.

How Do I Copy and Paste SubTrees

The CopySubTree option in the right-click menu allows you to copy all the sub-groups of a Smart Group.

  1. Right Click a Sub Group
  2. Select Copy SubTree
  3. Select another sub group
  4. Right Click the sub group
  5. Select Paste SubTree

How Do I Move Smart Groups?

You can move a Smart Group to another group by using a click and drag method.

Once you have opened Smart Groups, perform the following

  1. Select the Smart Group you want to move
  2. Click the arrow icon to the left of the row you want to move and hold the mouse button down as you drag
  3. Move the group to the new location then release the mouse button
    1. You will notice as you are dragging the group, and arrow indicates where your row will move

How Do I Hide A Smart Groups

If you do not want a Smart Group to be used, check the box in the 'HIDE' column.

You cannot delete Smart Groups because it adversely impacts historical data and reporting.

How Do I Assign Smart Groups Using Details

Smart Groups can be assigned to resources in the system.

  1. Identify the Resource
  2. Expand Details
  3. Select an option in the 'SMART GROUP' column.

Smart Groups Button Functions

Any screen in PAR OPS where Smart Groups can be applied, the Smart Groups button Smart Groups appears in the Task Tab.

  1. Click Smart Groups
  2. Select an Operation

    • Assign Group: assigns a Smart Group you select in the Group field to any resource(s) you have selected

    • Revoke Group: removes the Smart Group you select in the Group field from any resource(s) you have selected

    • Filter by Group: displays all resources assigned to the Smart Group you select in the Group field

    • Exclude Group: displays all resources EXCEPT for those assigned to the Smart Group you select in the Group field

    • No Groups Assigned: displays all resources that do not have any Smart Groups assigned

    • Clear Filter: clears any Smart Group display filters applied

      Don't forget to clear Smart Group filters that you may have applied.
      The Smart Groups button appears with a gray highlight Smart Groups whenever you have a filter applied.

  3. Select a Group
    1. There is a search field at the top of the Smart Group selection panel that you can use to quickly find the Smart Group you are looking for.
  4. Select a Filter Scope
    1. Filter Scope only applies to filtering Operations, not assignment or revoking and will apply to the Smart Group Only, the Smart Group and it's Parents, it's Children, or Parents and Children, depending on your selection
  5. Click Ok

How Do I Use Smart Groups To Group Activities?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of Activity has been created
  2. Open Subscription, Menus, and Services
  3. Select Activity Menu Setup
  4. Click Next
  5. Select the Activity to be grouped
  6. Click Details
  7. Select Activity Groups
  8. Click the drop-down in the 'SMART GROUP' column
  9. Select the appropriate Smart Group
  10. Select the appropriate options in the 'GROUP SCOPE' column

    • Group Only: applies access to members of this group only (this is the most straight forward and common scope assignment)

    • Group and Parents: applies access to members of this group and parent groups

      This can be effectively used when you select a group, such as a Restaurant Management Group Level, and what to provide that level and anyone above access.

    • Group and Children: applies access to members of this group and parent groups

      This can be effectively used when you select a group, such as a Restaurant Management Group Level, and what to provide that level and anyone below that level common access.

    • Group and Parents and Children: applies access to members of this group and all it's parents and children

  11. Click Done
  12. Open Logins
  13. Select each login that should have the activity
    1. To select multiple logins, hold the CTRL key
  14. Click Smart Groups
  15. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  16. Click Ok
  17. Click Done
    1. In both Activities (Logins and Subscriptions, Menus and Services), there is a tab (User Groups and Activity Groups respectively) that will display all of the Smart Groups used in the Activity. This can be a very useful in-Activity function to see what Smart Groups are applied.

How Do I Use Smart Groups To Group Reports?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of Report has been created
  2. Open Reports Setup
  3. Click the Report Organization Tab
  4. Select the reports to group
    1. To Select multiple rows, hold the CTRL key
  5. Click Smart Groups
  6. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  7. Click Ok
  8. Click Done
  9. Open Logins
  10. Select each login that should have the activity
  11. Click Smart Groups
  12. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  13. Click Ok
  14. Click Done
    1. In both Activities (Logins and Reports Setup), there is a tab (User Groups and Report Groups respectively) that will display all of the Smart Groups used in the Activity. This can be a very useful in-Activity function to see what Smart Groups are applied.

How Do I Use Smart Groups To Group Units?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of Unit has been created
    1. A group can have multiple types. This group is used to Group Units, Items and Vendors.
  2. Open Restaurants
  3. Select the units to group
    1. To select multiple rows, hold the CTRL key
  4. Click Smart Groups
  5. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  6. Click Ok
  7. Click Done
  8. Open Logins
  9. Select all Multi-Unit logins who should have the access to the units assigned to the Smart Group
  10. Click Smart Groups
  11. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  12. Click Ok
  13. Click Done
    1. In both Activities (Logins and Restaurants), there is a tab (User Groups and Report Groups respectively) that will display all of the Smart Groups used in the Activity. This can be a very useful in-Activity function to see what Smart Groups are applied.

How Do I Use Smart Groups To Report A Group Of Units?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of Unit has been created
    1. A group can have multiple types. This group is used to Group Units, Items and Vendors.
  2. Open Restaurants
  3. Select the units to group
    1. To select multiple rows, hold the CTRL key
  4. Click Smart Groups
  5. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  6. Click Ok
  7. Click Done
  8. Open Reports Setup
  9. Click the Report Master tab
  10. Select the report
  11. Select the Smart Group from the Unit Group Parameter
  12. Click Select
  13. Click Run Report

How Do I Use Smart Groups To Group Items To A Unit?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of Unit has been created
    1. A group can have multiple types. This group is used to Group Units, Items and Vendors.
  2. Open Item Master
  3. Select the items to assign the group to
    1. To select multiple rows, hold the CTRL key
  4. Click Smart Groups
  5. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  6. Click Ok
  7. Click  Done
  8. Open Restaurants
  9. Select the units to group
  10. Click Smart Groups
  11. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  12. Click Ok
  13. Click Done
    1. In both Activities (Item Master and Restaurants), there is a tab (Item Groups and Unit Groups respectively) that will display all of the Smart Groups used in the Activity. This can be a very useful in-Activity function to see what Smart Groups are applied.

How Do I Use Smart Groups To Report A Group Of Items?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of PMix has been created
  2. Open Item Master
  3. Select the items to assign the group to
    1. To select multiple rows, hold the CTRL key
  4. Click Smart Groups
  5. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  6. Click Ok
  7. Click Done
  8. Open Reports Setup
  9. Click the Report Master tab
  10. Select the report
  11. Select the Smart Group from the Item Group Parameter
  12. Click Select
  13. Click Run Report

How Do I Use Smart Groups To Group Vendors?

Once you have opened Smart Groups, perform the following.

  1. Verify the correct Smart Group with Group Type of Vendor has been created
    1. A group can have multiple types. This group is used to Group Units, Items and Vendors.
  2. Open Vendors
  3. Select the vendors to group
    1. To select multiple rows, hold the CTRL key
  4. Click Smart Groups
  5. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  6. Click Ok
  7. Click Done
  8. Open Restaurants
  9. Select the units to group
  10. Click Smart Groups
  11. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  12. Click Ok
  13. Click Done

How Do I Use Smart Groups To Document Permissions?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of Document Locker/Chat About has been created
  2. Open Documents
  3. Select the folder to assign the read and/or write permissions
    1. Each folder must be adjusted individually. Even if you highlight multiple files prior to clicking the Modify button, only one folder will open it's modify settings.
  4. Click Modify
  5. Click the append button + at the bottom of the screen under the Groups for Write or Groups to Read tab
  6. Select the correct Smart Group
  7. Click Ok
  8. Click Done
  9. Open Logins
  10. Select the logins that should have the document permissions
    1. To select multiple rows, hold the CTRL key
  11. Click Smart Groups
  12. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  13. Click Ok
  14. Click Done

How Do I Use Smart Groups To Group Business Journal By Unit?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of Unit has been created
    1. A group can have multiple types. This group is used to Group Units, Items and Vendors.
  2. Open Journal Templates
  3. Select each business journal to group
    1. If only one unit needs the business journal, a smart group does not need to be added. Select the unit in the 'UNIT' column next to that business journal.
  4. Click Smart Groups
  5. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  6. Click Ok
  7. Click Done
  8. Open Restaurants
  9. Select the units that should have the business journals you grouped
  10. Click Smart Groups
  11. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  12. Click Ok
  13. Click Done
    1. In both Activities (Journal Templates and Restaurants), there is a tab (Template Groups and Unit Groups respectively) that will display all of the Smart Groups used in the Activity. This can be a very useful in-Activity function to see what Smart Groups are applied.

How Do I Use Smart Group To Group Business Journal By Login?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of Journal has been created
  2. Open Journal Templates
  3. Select each business journal to group
    1. To select multiple rows, hold the CTRL key
  4. Click Smart Groups
  5. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  6. Click Ok
  7. Click Done
  8. Open Logins
  9. Select the Multi-Unit and Unit level logins needing access to the documents in the folder
  10. Click Smart Groups
  11. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  12. Click Ok
  13. Click Done
    1. In both Activities (Journal Templates and Logins ), there is a tab (Template Groups and User Groups respectively) that will display all of the Smart Groups used in the Activity. This can be a very useful in-Activity function to see what Smart Groups are applied.

How Do I Use Smart Groups To Group Customers?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type of Customer has been created
  2. Open Customer Master
  3. Select the customers to group
    1. To select multiple rows, hold the CTRL key
  4. Click Smart Groups
  5. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  6. Click Ok
  7. Click Done
  8. Open Restaurants
  9. Select the units that should have the customer group
  10. Click Smart Groups
  11. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  12. Click Ok
  13. Click Done

How Do I Use Smart Groups To Group Payroll?

Once you have opened Smart Groups, perform the following

  1. Verify the correct Smart Group with Group Type ofPayroll has been created
  2. Open Payroll Wizard Setup
  3. Click the "+ ..." next the group that should have the group
  4. Select the appropriate Smart Group
  5. Click Done
  6. Open Restaurants
  7. Select the units that should have the payroll group
    1. To select multiple rows, hold the CTRL key
  8. Navigate to the Payroll band
  9. Select the appropriate Payroll Group in the 'PAYROLL GROUP' column
  10. Click Smart Groups
  11. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  12. Click Ok
  13. Click Done
  14. Open Logins
  15. Select the Multi-Unit and Unit level logins needing access to the documents in the folder
  16. Click Smart Groups
  17. Set the parameters:
    • Operation: Assign Group
    • Group: Select the correct Smart Group
  18. Click Ok
  19. Click Done

How Do I Use Payroll Groups To View Payroll Reports?

Once you have opened Reports Setup, perform the following

  1. Click the Report Master tab
  2. Select the report
  3. Click Run Report
  4. Select the Smart Group from the Payroll Group Parameter
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Due to configuration options available with PAR OPS®, any reports or activities shown in the Knowledgebase may appear or be named differently in your database. The processes outlined are recommendations which may be implemented differently for your company.
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