The Group Administration application is located within the System Tools section.

 

This application allows you to arrange your system members into groups that suit your organization. This convenience allows you the ability to assign whole groups Access Rights within Applications or Sections, as well as the ability to send out mail to these Groups.

 

This application is designed for the System Administrator or another User who has been entrusted with the responsibility of maintaining and managing the Group Administration application.

 

If you are not a System Administrator, you must be given the appropriate access rights (Read, Post, Modify or Admin) to perform certain functions in this area.  Contact your System Administrator or someone who has Administrator privileges in this area. 

 

If you would like to assign access rights to a user within the Group Administration application, refer to Assigning User and Group Access Rights to the Group Administration application in this section.

 

When you first access the Group Administration application, two groups are automatically created for you: All  Users and Admin Users.  The All Users group may be used to add all Users of the Intranet, whereas Users who are to have System - Wide Administrator privileges should be added to the Admin Users group, refer to Assigning a User System Wide Administrator Privileges below.

 

You may use the provided groups and add Users to them, or you may create and implement your own groups, ones that reflect the structure of your company, for example, Marketing, Sales, Production, etc. 

 

Note: To perform any of the functions within the Group Administration application, your System Members must be already added to the Intranet.  If this has not been done, refer to Add New User or Adding Multiple Users to the Intranet through the User Import Utility within the User Administration area of the Help Guide.

 

 

 

 

Create a Group

 

Creating groups within your Intranet allows you to arrange your system members into units that suit your organization.

 

Note: If you are not a System Administrator, you must have at least the Read and Post access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the plus sign (+) next to System Tools.

 

2.       Within the Content Browser, click on the Group Administration application, which is listed below System Tools.

 

Note: If you are unable to perform steps 1 and 2, then you do not have access to the Group Administration application.

 

Note: Existing Groups are listed in the top document window below the heading Group Name, the number of Members, as well as a Mail icon  that allows you to send mail to the group.  Only those members of the group that have a valid e-mail address will be e-mailed.

 

Note: The All Users and Admin Users groups are automatically added to your Information Management System's Group Administration application for you. These two groups have been added for your convenience. You may use these groups or you may implement your own system, such as creating work groups that already exist within your company, for instance, Marketing, Sales, Development, etc.  

 

Note: Once a User is added to the System, each User is automatically added to the All Users group.  This feature has been added for your convenience.  If you would like to remove a User from the All Users group, refer to Removing Users from an Existing Group below.   

 

3.       Click Create New Group.

 

Note: The Create New Group function is visible within the lower document window.

4.       Within the Group Name field enter the name of the group to be created.

 

Note: All existing Users of the Intranet are listed below the Group Members heading, therefore, if a User is not listed here, they have not been added to the Intranet.

 

5.       Within the Create New Group area, check the checkbox next to the Users who are to be added to the group. 

Note: If there are many Users, click Next Page to view the next page of Users.

 

Note: You may continue to check Users listed on other pages without losing the information on the current page.

 

Note:  If many Users exist, it may be easier to locate them by selecting the letter of the User’s last name, within the alphabet listing.  

 

Note: To list all Users, click Show All.

 

Note: To select all Users, check the All checkbox.

 

6.       Once you have finished selecting the Users who are to belong to this group, click Save.

 

Note: The new group is now listed within the top document window, with the number of members listed in each group, as well as a mail icon  to send the members of this group mail.

 

 

Assigning Access Rights to Groups

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1. Within the Content Browser, click on the plus sign (+) next to System Tools.

    

2. Within the Content Browser, click on the Group Administration application, which is listed below System Tools.

    

Note: If you are unable to perform steps 1 and 2, then you do not have access to the Group Administration application.

 

       Note: Existing Groups are listed in the top document window.

 

3. Click on the Lock located next to the Group's Name within the top document window.

 

Note:  The Access Rights dialog appears in the lower document window listing its existing access rights within certain Section's, Subsections or Applications.

 

4. Click Assign Group Rights.

    Note: The Add Grpoup Access Rights dialog appears.

   5.  Click the Browse button to select the Section or Application that the User is to have access rights to.

    Note: The Choose Folder dialog appears.

   6.  Click on the Section or Application that the User is to have access rights to.

   7.  Within the User Permissions section, to the right of the Add Group Access Rights dialog, select within the             Allow column, the Read, Post, Modify or Admin access rights for the Group.

    Note: If the Group is to have the same Access Rights within the Section's subsections, check the Apply                    Access Rights to Section Contents checkbox.

    8.  Click Save.

 

Adding Users to an Existing Group

If you need to add Users to an existing Group, follow the steps below within the Group Administration application.

 

Note: Once a new User is added to an existing Group, this User will also inherit whatever access rights this Group has been assigned throughout the Intranet’s Sections and Applications.

 

Note: Remember, a User’s individual access rights will override a User’s Group Membership rights, so be attentive to any conflicts that may occur.

 

Note: If you are not a System Administrator, you must be given at least the Read and Post access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the plus sign (+) next to System Tools.

 

2.       Within the Content Browser, click on the Group Administration application, which is listed below System Tools.

           

Note: If you are unable to perform steps 1 and 2, then you do not have access to the Group Administration application.

 

Note: Existing Groups are listed in the top document window, including the number of members listed in each group, as well as a mail icon  to send the members of this group mail.

 

3.       Within the Group Name list, click on the name of the group that is to have members added to it.

 

Note: If the Group has no members, no Users will be listed in the lower document window. If the Group already has members, those members will be listed in the lower document window.

 

4.       Click Add Members to this Group.

5.       Check the checkbox next to the Users that are to be added to this group.

 

Note: More than one User may be checked.

 

Note: Click Next Page to view the next page of Users.  

 

Note:  If many Users exist, it may be easier to locate them by selecting the letter of the User’s last name within the alphabet listing.  

6.       Once you have finished selecting the Users who are to be added to this group, click

Save.

 

Note: These Users are now added to this group.  You may click on the group within the listing to make sure.

 

 

 

 

Removing  Users from an Existing Group

 

Note: If you are not a System Administrator, you must be given at least the Read and Modify access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the plus sign (+) next to System Tools.

 

2.       Within the Content Browser, click on the Group Administration application, which is listed below System Tools.

           

Note: If you are unable to perform steps 1 and 2, then you do not have access to the Group Administration application.

 

Note: Existing Groups are listed in the top document window, including the number of members listed in each group, as well as a mail icon  to send the members of this group mail.

 

3.       Within the Group Name list, click on the name of the group that is to have members removed.

 

Note: If the Group has no members, no Users will be listed in the lower document window. If the Group already has members, those members will be listed in the lower document window.

4.       Check the checkbox next to the Users that are to be removed from this group.

5.    Click Remove User.

Note: The selected Users are now removed from the Group.

 

 

 

Assigning a User System Wide Administrator Privileges

 

Note: Once a new User is added to an existing Group, this User will also inherit whatever access rights this Group has been assigned throughout the Intranet’s Sections and Applications.

 

Note: Remember, a User’s individual access rights will override a User’s Group Membership rights, so be attentive to any conflicts that may occur.

 

Note: If you are not a System Administrator, you must be given at least the Read and Post access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the plus sign (+) next to System Tools.

 

2.       Within the Content Browser, click on the Group Administration application, which is listed below System Tools.

            

Note: If you are unable to perform steps 1 and 2, then you do not have access to the Group Administration application.

 

Note: Existing Groups are listed in the top document window, including the number of members listed in each group, as well as a mail icon  to send the members of this group mail.

 

3.       Within the Group Name list, click on the Admin Users group to add members to it.

 

Note: If the Group has no members, no Users will be listed in the lower document window. If the Group already has members, those members will be listed in the lower document window.

 

4.       Click Add Members to this Group.

5.       Check the checkbox next to the Users that are to have System Wide Administrator privileges.

 

Note: More than one User may be checked.

 

Note: Click Next Page to view the next page of Users.  

 

Note:  If many Users exist, it may be easier to locate them by selecting the letter of the User’s last name within the alphabet listing.  

 

6.       Once you have finished selecting the Users who are to be added to this group, click

Save.

 

Note: These Users will now have System Wide Administrator Privileges within your Information Management System.  You may click on the group within the listing to make sure they have been added successfully.

 

 

 

Viewing Groups

 

Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

1.       Within the Content Browser, click on the plus sign (+) next to System Tools.

 

2.       Within the Content Browser, click on the Group Administration application, which is listed below System Tools.

 

Note: If you are unable to perform steps 1 and 2, then you do not have access to the Group Administration application.

 

Note: Existing Groups are listed in the top document window, listing the number of members, as well as a mail icon  to send group members mail.

 

3.       If pages of Groups exist, click Next Page located at the lower left of the Groups page to browse through these pages.

4.       Click Previous Page to scroll back.

5.       Click on the Group Name to view the members of this group below.

 

 

Assigning User and Group Access Rights to the Group Administration Application

 

If certain system members are to have access to the Group Administration application area, User or Group Access Rights must be assigned within this application. 

 

Follow the instructions below to assign User or Group Access Rights to the Group Administration application area. 

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

Note: When assigning User or Group Access Right s to the Group Administration application, the User or Group to be assigned, must have at least the Read access right within the System Tools main section, before any access rights can be assigned to the Group Administration application itself. The following steps will take you through both functions.

 

 

1.       Within the Content Browser, click on the lock located next to the System Tools section.

       

Note: If you are unable to perform step 1, then you are unable to assign User or Group access rights to the System Tools section.

 

2.       Click on the Access Rights tab.

       

Note: Make sure the User or Group that is to be assigned access rights is listed with at least the Read access right.  If the User or Group is not listed and must be assigned access rights, proceed to step 3.  If the User or Group is listed with at least the Read access right, proceed to step 9.

 

3.       Click Assign User Rights or Assign Group Rights.

     

Note: The Assign Access Rights dialog appears.

          

4.       Check the checkbox next to the User(s) or Group(s) to be assigned Access Rights within the System Tools section.  These Users or Groups may then be assigned access to any of the Sections or Applications that exist below this section.

     

Note: You may check more than one User or Group, if they are to be assigned the same access rights.

 

5.       Within the User Permissions or Group Permissions area, check the Allow checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this folder.

     

Note: To assign these same User or Group Access Rights to all Sections and Applications that exist within the

System Tools section, check the Apply Access Rights to Section Contents checkbox on the dialog. Users or 

Groups that must have different access rights within certain Sections and Applications must be manually changed.

This is done by clicking on the Section or Application's lockwithin the Content Browser.

6.       Click Save on the dialog.

 

Note: The User(s) or Group(s) are now added to the list of Users within the Access Rights area with the assigned permissions visible.

 

Note: You may repeat steps 3 through 6 to continue to assign Users and Groups access rights within this section.

 

7.       If you would like to change the Access Rights assigned to the User once they have been added to this section, simply click on the User or Group within the list.

     

Note: The Permissions dialog for that User or Group appears with the current assigned access rights.

      

8.       Reassign the User or Group access rights and click Save on the dialog.

 

Note: The User or Group is now reassigned access rights within the list.

 

Note: The User or Group has now been assigned Access Rights within the System Tools folder and can be assigned access rights within the Group Administration application or any other Application or Section that exists below the System Tools section.

 

Note: Proceed to assign the User or Group access rights within the Group Administration application.

 

Note: If you are not the System Administrator, you must have the Admin privilege in the User Administration application to assign User or Group Access Rights.

 

9.       Within the Content Browser, click the plus sign (+) next to System Tools.

10. Within the Content Browser, click on the lock located next to the Group Administration application, which is listed below System Tools.

 

Note: If you are unable to perform steps 9 and 10, then you are unable to assign User or Group access rights to the Group Administration application.

 

11.   Select the Access Rights tab.

      

Note: If no Users or Groups have been given access rights to the Group Administration application, there will be no Users or Groups listed.

 

Note: Users or Groups that have already been added to the Group Administration application may be viewed in several ways.  For example, click Show All to list both Users and Groups that have access; click Show Users to list only Users who have access; click Show Groups to list groups of Users who have access.

 

12.  If you would like to change the Access Rights assigned to the User, simply click on the User or Group within the list.

     

Note: The Permissions dialog for that User or Group appears with the assigned access rights.

 

13.  Reassign the User or Group access rights and click Save on the dialog.

 

Note: The User or Group is now reassigned access rights.

  

14.  If you would like to assign Users or Groups rights that are not listed, click Assign User Rights or Assign Group Rights.  

 

Note: The Assign Access Rights dialog appears. 

 

15.  Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the Group Administration application.

 

Note: You may check more than one User or Group, if they are to be assigned the same access rights.

 

16.  Within the User Permissions or Group Permissions area, check the Grant checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this area.  

 

Note: To assign these same User or Group Access Rights to all Sections and Applications that exist within the

System Tools section, check the Apply Access Rights to Section Contents checkbox on the dialog. Users or 

Groups that must have different access rights within certain Sections and Applications must be manually changed.

This is done by clicking on the Section or Application's lockwithin the Content Browser.

17.  Click Save on the dialog.

 

Note: The User(s) or Group(s) is now added to the Group Administration access rights area with the assigned permissions visible.

 

 

 

Modifying the Group Administration application Properties

 

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function.  Contact your System Administrator or someone who has Administrator privileges in this area.

 

The Properties section allows you to change the name of the Group Administration application or choose another Icon for it.  Both changes will be visible within your Content Browser.  The name you select for the Group Administration application should be intuitive enough so that it is immediately recognizable.

 

Warning: Be aware that if you change the name of the Group Administration application within your Intranet, it will not correspond to the Intra.Net™ Help Guide.  This inconsistency may be confusing when seeking help.

 

Note: If you do not see the System Tools lock in your Content Browser, then you are unable to perform this function.

 

1.       Within the Content Browser, click on the plus sign (+) next to System Tools.

     

2.       Within the Content Browser, below System Tools, click on the lock located next to the Group Administration application.

      

Note: If you are unable to perform steps 1 and 2, then you do not have access to the Group Administration application.

 

3.       Select the Properties tab.

     

Note: Here you are able to modify the Group Administration’s Name, as well as select an icon for the application.

 

4.       Within the Name field, enter a new name for the Group Administration application and/or select a new icon.

5.       Click Save Changes.

 

Note: The Group Administration changes are now modified within your Content Browser.

 

 

 

Delete Group

 

Note: If you are not a System Administrator, you must have at least the Read and Modify access rights to perform this function in this area.  Contact your System Administrator or someone who has Administrator privileges in this area.