Creating and Managing Groups

Groups are an optional functionality that can be used to restrict content access to a subset of users specified by the administrator or assigned based on user attributes. Group usage is not restricted to content within a single project or subfolder within a project; you can assign groups to content across multiple projects or subfolders.

Only system administrators can create a group. Content is assigned to the group and made available for use on the end user website. Users are then assigned to a group so they can access the content. Users can be manually assigned to a group or a system administrator can setup rules to automatically assign users to groups based on one or more user attributes. For more information on the end user website, refer to Working With the Website.

The top-level group on the Server is the default group to which every user is automatically assigned. This group cannot be edited or deleted. This group is referenced as All Users; however, the name of this group may be different if it was changed during your Server customization. If you have made customizations, look for the name of the top-level content group that displays on the Administration - Groups page. In order to restrict content access, you must create sub-level groups beneath the top-level group. Users in a sub-level group are automatically added to the top-level groups containing the sub-level group. Moving sub-level groups within top-level groups also moves the users.

The list of groups can be filtered using any part of the group's name or description.

Creating and Updating Groups

1. Click the Administration cog on the navigation bar of the Management Center.
2. Select Users, Roles and Groups > Groups in the left navigation menu.
3. Review the following fields:

   NOTE:

   To expand or collapse each group information section, click the arrow beside the group name. This setting will be saved.

   Field	Description
   Group Name	Displays the name of the group, the hierarchy of the group and the number of users within the group.
   Description	Displays a description of the group.
   Auto-Assignment Rules	Displays the rules used to automatically assign users into the group.

4. Choose from the following options:

   If You Want To	Then
   Filter the list of groups	Enter any part of the group's name or description into the Filter text field. Click Filter. NOTE: Click the X in the Filter text field to remove the filter.
   Add a group	Click New Group. Go to the next step.
   Edit a group	Click Edit beside the group you want to edit. Go to the next step.
   View users in a group	Click View Users. Refer to Creating And Managing User Accounts for more information.
   Add existing users to a group	Click Add Users. Select Add Existing Users. Enter the username, first or last name or user email in the Look up user field. NOTE: Click the X in the Look up user field to remove the text. Click Look Up. NOTE: You can close the address book at any time by clicking X. Select the users to add to the group. NOTE: Users already in the group display grayed out. Click Add. Click Done.
   Add new users to a group	Click Add Users. Select Add New Users. Refer to Creating And Managing User Accounts for more information.
   Delete a group	NOTE: This permanently deletes the group and any subgroup associated with the group. A deleted group or subgroup cannot be restored. Click Delete Group within the group information section of the group you want to delete. Click Delete.

5. Complete/edit the following fields:

   Field	Description
   Group Name	Enter a name for the group.
   Description	Enter a description for the group.

6. Perform any of the following options:

   If You Want To	Then
   Assign the group to a parent group	Click the drop-down arrow to the right of the current parent group. NOTE: All Users is the default Parent Group. Select the parent group to which you want to assign the group. NOTE: The number of users in each group displays to the right of the group name. Go to the next step.
   Add rules to automatically assign users to the group	NOTE: When you add or edit a user, the user is automatically added to any group with matching auto-assignment rules. NOTE: If multiple rules are applied to a group, users are assigned to the group if any of the rules apply, not all of the rules. Select a user attribute on which to base the rule in the first drop-down list. Select a filter for the rule in the second drop-down list. Enter a value for the user attribute in the third drop-down list. NOTE: Separate multiple values using a comma. NOTE: Rules are not case sensitive. NOTE: You can use an * at the beginning or the end of the value as a wildcard indicator. If you want to add more user attributes to the rule, click AND beside the rule you want to add to and repeat the steps above. If you want to add more rules, click ADD RULE and repeat the steps above. Go to the next step.
   Remove rules to automatically assign users to the group	Click X beside the rule you want to remove. Go to the next step. NOTE: Removing rules only removes auto-assigned users from the group, not manually assigned users. NOTE: If a rule contains multiple user attributes you cannot remove user attributes from the rule, only remove the entire rule.

7. Click Save.

Assigning Content to a Group Filter

1. Click Projects on the navigation bar of the Management Center.
2. Select the project that contains the content for which you want to create a group filter.
3. Click Document Library.
4. Select the folder that contains the content for which you want to create a group filter.
5. Select the content for which you would like to create a group filter.
6. Click the drop-down arrow to the right of the action button.
7. Click Assign Group Filter.
8. Drag the content from the Related Documents list to the corresponding group in the Content Groups list.
9. Click Save.

Deleting a Group Filter

1. Click Projects on the navigation bar of the Management Center.
2. Select the project that contains the group filter you want to delete.
3. Click Document Library.
4. Select the folder that contains the group filter you want to delete.
5. Select the content for which you would like to delete a group filter.
6. Click the drop-down arrow to the right of the action button.
7. Click Assign Group Filter.
8. Scroll over the name of the content in the Content Groups list.
9. Click Delete.
10. Click Save.