Creating Access Groups

Access Groups are fundamental for building a flexible organizational structure in Inspera Assessment, allowing you to manage users and many types of resources in a hierarchical system. Access Groups can be main (root) Access Group or child Access Group, nested within other Access Groups to form a hierarchy.

This article explains the process for creating a single Access Group and clarifies the concepts of Internal and External IDs related to their creation.

Create an Access Group

The system allows you to create Access Groups at any level within your hierarchy. When creating an Access Group, you'll define its name and can optionally provide an External ID. If you don't provide an External ID, Inspera automatically generates a unique Internal ID for the Access Group.

Tips for naming Access Groups:

Choose clear and descriptive names that reflect the Access Group's purpose or its place in your institution.

  • Examples: "Faculty of Humanities," "Department of Computer Science," "Admissions Office"

Steps to create a single Access Group

  1. Sign in to Inspera using an account that has the Administrator role.
  2. Navigate to the Access Group Management page.

  3. Click the add (+) button to begin creating a new Access Group. 

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    • You can create an Access Group at the root level by clicking add (+) at the top right (1).
    • To create a child Access Group under an existing Access Group, click on the + next to the existing Access Group (2).

  4. Both options opens the same overlay, where you can add the name of the Access Group, and external ID (optional). 

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  5. Click Save.
It may take some time for the Access Group to appear in the UI because of frequent operations on the Inspera caching layer for large data objects. If a wrong value is cached during previous operations, it may prevent the Access Group from appearing immediately. This delay is due to the time required for the cache to refresh or be cleared, ensuring that accurate data is shown in the UI.

Understanding internal and external IDs

When you create Access Groups, Inspera uses two types of unique identifiers:

  • Internal ID: Inspera automatically generates this unique ID, and it must be unique within your Inspera environment (tenant). The system requires this ID for internally referencing and modifying Access Groups, and you cannot change it manually. The Internal ID is essential for ensuring data integrity within Inspera.
  • External ID: You can provide this unique ID from a third-party system, or enter it manually when creating an Access Group. It's optional during creation, but if used, it must be unique within your Inspera environment. The External ID is necessary for modifying Access Groups through the API or CSV uploads, and it is often used for seamless integration with external systems.

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