Creating / Deleting a Group
- Administrators can make new groups or add users to existing groups by searching for screen name or email.
- Navigate to: Enterprise Setup > Users > Groups
- To create a group, please enter in the Group name and select "Create Group"
- Once created, the administrator can select the group title to add new users to the group by searching for screen name or email
- No emails are triggered if a user is added or removed from a group
- The administrator can select the red 'x' next to the title of the group, to delete the group.
- Note: Deleting a group will not delete any users in the group, only the group itself.
Editing a Group
- Within the same tab - the system administrator can:
- Select "Show All Groups" to generate a full list of groups to edit
- Search for the group name where it says "Search for groups"
- Once the group is selected, the administrator can just select the pencil icon next to the group name
- The administrator can then edit the group name and select "Save"
- Select the "red X" icon is used to remove a user from a group.
- The administrator can also add new users if he/she needs to by searching for a user and selecting 'Add Member'.
- If an administrator searches for a user and that user is already in the group, they can choose to 'Remove Member' when they are searched for and selected.
- Note that a group must have at least 200 members before pagination will occur.
- The administrator can scroll through the groups' members by selecting the bottom pagination choices.
Conducting a Group Import
- Administrators can import multiple existing users at once into a group or many groups instead of manually adding one by one.
- Please refer to this article to find out more.
Restricting a Site to Group(s)
- Once users are set in groups - the administrator can assign those groups to Sites to lock down the audience and access for that Site.
- Navigate to: Enterprise Setup > Sites > Manage WebStorms
- Select the Site to append the group(s) to in the dropdown.
- Once that is selected, the administrator can search for a respective group or select "ALL" and find the one they are looking for.
- Once the admin has the group(s) selected, select the ">>" button so it is added under the "Assigned Groups" screen.
- Once all set, select "Save Changes"
- Please Note: Only members of these groups (who do not have action items assigned in 'Pipeline Management') will have access to this Site - even System or Site Administrators - need to be in those groups.
- Important Note: If a user has an action item assigned in 'Pipeline Management', they will be able to access the Site regardless of group restrictions.
- The reason for this is so they can access and complete their action items associated with ideas in the Site.
- Administrators can easily remove a group by moving back to the left side.
- If we select the red "ALL" hyperlink on the left, it will show all available groups on the left, and all assigned groups on the right.
- This "ALL" group cannot be deleted.
- The administrator can also search for his/her group they just created / imported into.
- The administrator can add as many groups as needed.
- If the administrator selects the "ALL" group to the Site selection - the administrator is saying he/she wants all Brightidea users to have access.
- This "ALL" group is put here by default and incorporates everyone in the Brightidea system
- Once listed and highlighted, if the admin select, DELETE SELECTED, this will delete all groups if highlighted.
- The administrator will be promoted with a confirmation popup.
- If the admin wishes to remove the groups from the Site, please move them over to the right hand panel and select REMOVE SELECTED.
- Remember to Save Changes!
Exporting Groups / Group Members
Group exports are available in Enterprise setup. Please see the article here for more information.
Group Restriction & Ripple Effects:
- If the admin has an Enterprise homepage with users posting updates, please be aware of group restriction within updating.
- Users will only see updates of Sites that they are a part of. (i.e. they must be a member in the group(s) appended to the Site.)
- For example, if User A (who is a part of Site A), and user B who is part of Site B both log into Enterprise homepage and update on the Enterprise homepage, they will not see each other's updates.
- If a user attempts to log into a Site they do not have access to (via group restriction) - the user will receive a "Login Failed" error message
- All Enterprise widgets respect group restriction in regards to the activity within those restricted Sites.
Groups vs. Communities
- Communities are not restricted by groups, therefore all end users have access to these pages if presented in the system.
- If the admin group-restricts a Site within a community, then it will abide to those restrictions in community.
- Think of a community landing page as another Enterprise landing page that has its group restrictions as well.
Enterprise Blog & Group Restriction
- Please be aware that if the admin is using Enterprise Blog, it inherits group permission per Site campaign.
- Therefore - any blog post that is restricted to a Site group will show up "invalid" for users not in the group trying to access.
Resetting Points for Users in a Group
- Administrators can reset reputation points earned to users in a specific group.
- Refer to this article to find out more.