Creating, maintaining and deleting responsibility groups

A responsibility group brings several users together under one name, for example “Data protection team” or “Hamburg office”. It is available in every user picker next to the individual people, so you can assign tasks and responsibilities to several people at once. Responsibility groups exist in preeco | datenschutz and preeco | informationssicherheit. They are not the same as user groups: user groups control rights, responsibility groups control who is responsible.

Prerequisites

• Only administrators can create, edit and delete responsibility groups. Only they see the “Responsibility groups” page and the section of the same name on a person’s page.
• All other users find the groups in the user pickers, shown with their members’ email addresses, and can assign them there.

Create a responsibility group

1. Click “Settings” and, under “Users and rights”, “Responsibility groups”. The table shows all groups with name, description, users and creation date.
2. Click “New responsibility group” at the top right.
3. In the “General” section, enter the “Name” and, if needed, a “Description”.
4. Under “Organisation assignment”, set the organisations or activate “All organisations”.
5. In the “User” section, tick at least one person. The table only shows users with an active membership who belong to one of the group’s organisations.
6. Click “Create”.

Maintain a group

1. Click a group in the overview. The detail page shows name, description and organisation assignment under “General”, with the members below.
2. Click “Edit” at the top right to change the name, description, organisations or members, and save.
3. Alternatively, assign a person via “Settings > Users and rights > User”: the person’s page lists their groups in the “Responsibility groups” section, and you change them there via “Edit”.

Membership changes take effect immediately: whatever is assigned to the group applies to all its current members. If a person is removed from the team or deactivated, they automatically leave all responsibility groups. If a group loses its last member this way, it is dissolved and its assignments are cleared.

Delete a responsibility group

1. Open the group and choose “Actions > Delete” at the top right.
2. If the group is assigned anywhere, choose the responsibility group or person under “Successor” who takes over the assignments. All assignments pass to them: tasks, resubmissions, requests, messages, deletion rules, risks, requirements, data capture forms, planned reports and responsibilities in business processes. If the group is not assigned anywhere, no successor is needed.
3. Click “Delete” and confirm. The members remain users of the team; the action cannot be undone.

Practical tip

Name groups after a function, not after people: “Data protection team”, “IT operations”, “HR”. When someone changes team or leaves, you only adjust the members; all tasks and responsibilities of the group stay where they are.