This article provides you with a short description of the setup of the Groups page and summarizes the actions that can be taken within it.
To prevent users from suffering from an overload of information and get confused by data that is not relevant to them, all users can be divided into groups. This way, each user only has access to the information that is useful to his/her area of expertise, location or department.
Every group can be divided into subgroups and is maintained by a group manager. Characteristics forms can be linked to these groups, in order to define and differentiate between them. The groups page provides a clear overview of the main characteristics of each group and you can copy or delete each individual group along with its substructure.
The group structure is also relevant for communication within this system. Users can only communicate within groups or subgroups that they are a part of. Group communication hierarchy is regulated in a top-down manner. This means that a member of a group can communicate with someone in an underlying subgroup, but not to someone that is a member of a group in a higher group structure.
All groups on the groups page are sorted alphabetically. Clicking on a group name will open up its underlying subgroups. The main groups are called parent groups and we refer to the underlying groups as child groups. Because of this structure it is currently not possible to pointedly search for specific group names.
If you would like to create a new group, you can do so by clicking Add new group in the top right corner of the groups section.
A screen will pop up, asking you for the details of the particular group you would like to create, such as the Group name, the Description and whether it is a child to a Parent group or not. If you would like to link a characteristic form to the new group, you can do so by toggling the Characteristic form switch to on and selecting the specific form. By adding a characteristic form you can define groups or differentiate between them using certain criteria. Once you linked a characteristic form to a group in the Group Details tab, you can fill the characteristic form fields with data in the Characteristic Form tab. Since you cannot put users in a group that doesn’t exist, you need to definitively press the save button first before you can assign users (or a manager for that matter) to the group.
An extra tab will appear that will allow you to add users. By clicking on the text bar in the Users tab you will open up a dropdown that enables you to make a selection from the active users. To add them to the group, simply click update. The same goes for removing them from the group. Simply deselect the users in the dropdown menu and update. To empty the group from all users, click the remove all button. Additionally you can click the star icon behind a user name to appoint that user as a group manager. Again, don’t forget to update.
If you wish to edit a certain group, simply click on the group name and a screen will pop up that allows you to make the necessary changes.
- Why can’t I appoint a group manager to a group?
To add a group manager to a group, first you need to make certain the group has actually been created. Then add users to the group in the Users tab and once they’ve been added you can select the group manager from the list of users within that group by clicking the star behind the username.
- What is a group manager?
The group manager has the ability to fill out the characteristic forms for a particular group. Regular users within a group may not.