Sarah Prange IT Business Intelligence

I'm trying to understand DocuWare's permission structure. I know I can create functional profiles and file cabinet profiles and assign them to roles. I'm a little unclear as to the best method to assigning users. Do I add users to a role or to a group? What is the best practice? I feel as though groups are rather redundant if I can assign users to a role. What am I missing? Thanks in advance.

I have a text field set up in one of my file cabinets titled "Customer Number". Recently documents that we have been storing have multiple customer numbers. We have created a second keyword field titled "Customer No." This will allow the same document to be stored and retrieved by multiple numbers. Is there a way to copy the data (for all documents currently within the file cabinet) from the text field to the keyword field? We would like to ultimately delete the text field and only utilize the keyword field for our searches without losing that data that was previously stored. What is the best way to acheive this? Thank you for your input.