Manage Groups

The Manage Groups page represents the tenant and group structure of X4fleet. Here, administrators create the hierarchy of main groups, subgroups and subcontractors, assign functional modules to the individual groups and maintain the relationships between groups and subcontractors.

Note: This page is available exclusively to users with administrator or superadministrator rights. Which functions and group types are available depends on the respective role.

1. Navigation

The group management is accessible via the main menu under Global Settings › Groups.

2. Groups Overview (Table)

The overview shows all groups in a configurable table. Each row represents one group – main groups, subgroups and subcontractors.

Default Columns

Xplanis groups are highlighted in colour in the table.

Sorting

Clicking a column heading sorts the list in ascending or descending order by that column.

Open a Group

Double-clicking a row opens the group in the edit dialog (see Section 4). Alternatively, mark the row and click Edit in the toolbar.

3. Filtering and Searching

The groups overview offers several ways to narrow down the display.

Column Filter Row

Below the column headings there is a filter row. Here, a filter value can be entered per column to specifically narrow down the list (e.g. by name, group type or external reference). The columns Active and Modules have no filter cell.

Only Current Group

This page has no separate group filter bar. The Only current group switch is located in the application header, together with the group selection.

Free-Text Search

The displayed list can be searched using a free search term via the search field.

4. Create / Edit a Group

A new group can be created or an existing group opened via the toolbar. In both cases, a form opens with the properties of the group.

Procedure

1. Click Add in the toolbar (dialog Add Group), or mark exactly one group in the list and click Edit (dialog Edit Group).
2. Fill in or adjust the fields in the dialog:
   • Name (mandatory, max. 256 characters)
   • RefId (max. 256 characters)
   • Group Type (see Section 5)
   • Active
   • Available modules (see Section 6)
   • Subcontractors: only visible if the module Master subcontractor is ticked; only superadministrators can change it (see Section 7)
3. Click «Save».

The dialog has no field for the parent group. A new subgroup or subcontractor is automatically placed under the group currently selected in the header.

Some fields are only visible to certain users:

• Write current main group modules to sub groups: only for superadministrators and only when editing an existing main group (see Section 6).
• Xplanis Group: marks the group as an Xplanis group; only visible to superadministrators and Xplanis users.
• PTV VRP plan API key: only for superadministrators, for main groups with the module Free tour planning (see Section 6).

Validation

When saving, the system checks various conditions. The group can only be saved once all of them are met:

• Uniqueness: Name and external reference must not already be used by another group.
• Parent group: For subgroups and subcontractors, specifying a parent group is mandatory.
• Active parent group: The selected parent group must be active.

Automatic Defaults

When creating a group, certain settings are applied automatically:

• New main group: A default configuration is created, along with a default group or template (reference «DEF01»). The settings come from the default configuration. Settings that refer to master data are empty in the new main group, for example default articles, default locations and default customers, the precombined tour lists of the planning automation, the start position for preloading and the customers of the flushing. An administrator must set these settings in the new main group.
• New subgroup: The settings of the parent main group are adopted.

These defaults can be adjusted after creation if required.

5. Select Group Type

In the edit dialog, the group type is set via a selection field.

Which group types are available for selection depends on the role:

• Superadministrator: can create main groups, subgroups and subcontractors.
• Administrator: can create subgroups and subcontractors. A main group can only be edited if it is the administrator's own main group; in this case the group type is displayed read-only and cannot be changed.

Note: A group cannot be a subcontractor and a parent subcontractor (master subcontractor) at the same time.

6. Assign Modules

In the edit dialog, you define which functional modules are available for the group. Modules control which functions are available to the users of the group.

Rules

• The modules of a main group can only be changed by superadministrators.
• For subgroups and subcontractors, only the modules that are active in the parent group are shown. All other modules are not shown. The parent group thus defines the maximum possible scope of functions. Exception: the modules Subcontractor and Master subcontractor are always available to superadministrators (see Section 7).
• Certain modules are mandatorily inherited from the parent group and cannot be deselected at the subgroup level.
• If modules are removed from a parent group, this also affects the subordinate groups.

Apply Modules to Subgroups

Note: This function is available exclusively to superadministrators.

When editing an existing main group, Write current main group modules to sub groups transfers the currently selected modules of the main group to all subgroups. The module selection of the subgroups is thereby overwritten with the selection of the main group.

Note: This operation completely replaces the existing module selection of the subgroups. Check whether this is desired before applying it.

PTV VRP Plan API Key

Note: This field is available exclusively to superadministrators.

If the module Free tour planning is ticked for a main group, the field PTV VRP plan API key (max. 500 characters) appears in the edit dialog.

• The key is required when a new main group is created with the module Free tour planning or when the module is switched on for an existing main group.
• If a key is already stored, the field shows the placeholder Keep existing API key. If the field is left empty, the stored key is kept. The stored key is not displayed.
• If a shared key is configured system-wide, the button PTV VRP copy appears. It copies this shared key into the field.

7. Subcontractor Relationships

Subcontractors can be assigned to a group via the multiple selection Subcontractors in the edit dialog. This determines which external transport partners cooperate with the group. The Subcontractors field only appears if the module Master subcontractor is ticked for the group – regardless of the group type. Only groups with the module Subcontractor active are available for selection.

Note: Only superadministrators can change the subcontractor assignment. Administrators see the field Subcontractors with the assigned subcontractors as read-only. Likewise, only superadministrators can tick or untick the modules Subcontractor and Master subcontractor of a subgroup; these two modules are available to them for subgroups even if the parent group does not have them.

Further settings for working with subcontractors can be found under Subcontractors.

1. In the edit dialog, tick the module Master subcontractor.
2. In the Subcontractors field, mark the desired subcontractor groups.
3. Save the group.

Rules

• A parent subcontractor group (master subcontractor) must have at least one subcontractor assigned to it.
• A group cannot itself be a subcontractor and a parent subcontractor at the same time.

8. Delete Group(s)

Groups that are no longer needed can be deleted from the overview.

1. Mark one or more groups in the list.
2. Click «Remove» in the toolbar.
3. Confirm the security prompt.

Caution: A group cannot be deleted as long as subordinate groups are assigned to it. In this case, a corresponding error message appears. First dissolve or reassign the subordinate groups before deleting the parent group.

9. Copy School Group

Note: This function is available exclusively to superadministrators.

With Copy school group, several school groups can be created in a single operation from a template group. The group definitions are pasted into the form as lines of text. This simplifies the creation of many similar groups, for example for training or demo purposes.

Procedure

1. Mark exactly one main group in the list. This group serves as the template. The Copy school group button is only active if exactly one main group is marked.
2. Click Copy school group in the toolbar.
3. Paste the group definitions into the text field, one line per entry, in the format Lastname,Firstname,Class,Password,Email. Last name and class are mandatory. The password must not contain a comma. If it is left empty, the password 1234 is used and the user must change it at the first login. The fifth column (email) is optional and applies to the administrator account of the new group. Each combination of last name and class may only occur once in the text.
4. Select which contents are to be copied from the template group. All options are ticked by default:
   • Copy Accounts
   • Copy vehicles
   • Copy products
   • Copy depots
   • Copy loading tools
   • Copy precombined tours
   • Copy lines
   • Copy waysplit rules
   • Copy Cell coloring
   • Copy Planning areas
   • Copy table layout, buttons and favorits: adopts the table layout templates shared with the template group, the layout buttons and favourites of the copied users (excluding drivers) and the saved table views.
5. Confirm with Submit or discard with Cancel.

Some options depend on each other:

• If Copy table layout, buttons and favorits is ticked, Copy Accounts is ticked automatically and cannot be deselected.
• If Copy precombined tours or Copy Planning areas is ticked, Copy products is ticked automatically and cannot be deselected.
• If Copy lines, Copy waysplit rules, Copy precombined tours or Copy Planning areas is ticked, Copy depots is ticked automatically and cannot be deselected.

Result of the Copy

• Name and reference: The name and RefId of the new group are each «Lastname_Class». The name and RefId must not already be used by an existing group.
• Administrator account: The first administrator account of the template group is adopted and renamed to «Lastname.Class»; first and last name come from the line. The email address is set from the fifth column and remains empty if none is specified. If the template's administrator account used two-factor authentication by email, it is switched off in the copied account.
• Credentials: Credentials of the template group are not adopted. Own mail server credentials are removed; emails are sent via the Xplanis address. SMS sending and invoice export are switched off and their tokens removed. All webhooks are deactivated; login, password and certificate are removed, the URL is kept.
• Locations: Locations used by copied objects (e.g. start and end locations of lines, depots and default positions of vehicles, locations of precombined tours, waysplit rules and planning areas) are also copied without Copy depots. This way, no copied object refers to a location of the template group.

10. Table and Layout Functions

The toolbar of the groups overview contains the usual tools for adjusting the table:

• Select all listed / Deselect all: marks all displayed groups or removes the marking.
• Refresh: reloads the list.
• Erase filter: removes all column filters and the search term.
• Layout buttons Add template, Reset table view to default, Settings and Layout settings: save column and layout configurations as a template and restore them, show or hide columns, change their order and reset the layout.

The table configuration is saved per user and is retained after logging out.

11. Summary: Available Actions