Managing User Groups

Your organization's User Groups are managed from the Main Menu on the Admin Dashboard. A User Group may be assigned one or more of your organisation's published workflows that require Invitation or Registration, with individual users invited and/or added to the User Group as well.

Users belonging to the Group are then able to access and work with the Group's workflows without further invitation.

Both Administrators and Managers can manage User Groups.

NOTE: Your workflows are also accessible to other administrators or managers in your organization. In addition, access to your workflows by other users inside or outside your organization can be controlled via a workflow's publishing settings. For more information, see Controlling Access to Workflows.

Table of Contents

• Creating a New User Group
• Deleting an Existing User Group
• Adding Workflows to a User Group
• Removing Workflows from a User Group
• Inviting a User to a Group
• Adding a User to a Group
• Removing an Existing User from a Group

Creating a New User Group

User groups are crucial to accessing your organisation's published workflows.

To create a new User Group:

1. On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
2. By default, a new User Group named New Group 1 is displayed on the User Group page. Edit the name to a more descriptive one so that you will know what the group is for.
   
   
   
   
3. To create another User Group, click the Add User Group button on the top left, then repeat Steps 1-2.

Deleting an Existing User Group

User groups can be deleted when they are not needed any more.

To delete a User Group:

1. On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
2. Select the User Group to be deleted, click the Collapsed Menu icon on the top right, then click Delete.
   
   
3. Click Delete on the confirmation message to delete the User Group.

Adding Workflows to a User Group

You can add a Published workflow to a User Group so that group members can access the workflow.

To add a Published workflow to a User Group:

1. On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
2. Under Select User Group Workflows, mark the checkboxes for the workflows you want to add to the User Group from the Available Workflows column on the left.
   
   NOTE: To select all workflows, click the Available Workflows checkbox.
   
   
3. Click the right-facing arrow to add the selected workflows to the User Group. The workflows are then displayed under the Group Workflows column on the right.
   
   

NOTE: Workflows may be added to one or more User Groups.

Removing Workflows from a User Group

To remove a User Group's access to a workflow, remove the workflow from the User Group.

To remove workflows from a User Group:

1. On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
2. Under Group Workflows column on the right, mark the checkboxes for the workflows you want to remove from the User Group.
   
   NOTE: To remove all workflows, click the Group Workflows checkbox.
   
   
3. Click the left-facing arrow to remove the selected workflows from the User Group. The workflows are then removed from the Group Workflows column on the right and transferred to the Available Workflows column on the left.
   
   

Inviting a New User to a Group

A new user can be invited to become a member of a User Group. New users are not registered as a member of the organisation yet.

To invite a new User to a User Group:

1. On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
2. Under the Invite users to this group by email field, enter the new user's email address, then click Invite to send an email to the user containing a link to the User Dashboard registration page.
   
   
3. Once the user accepts the invitation and registers for an account on the User Dashboard registration page, they get access to the User Group's workflows.

Adding an Existing User to a Group

When an existing user is added to a User Group, the user gets access to the group's workflows.

To add an existing User to a User Group:

1. On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
2. Under Select Group Users, mark the checkboxes for the users you want to add to the User Group from the Available Users column on the left.
3. Click the right-facing arrow to add the selected users to the User Group. The users are then displayed under the Group Members column on the right.
   
   

Removing an Existing User from a Group

To remove access to a User Group's workflows, remove an existing user from the User Group.

To remove an existing user from a User Group:

1. On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
2. Under the Group Members column on the left, mark the checkboxes for the users you want to remove from the User Group.
3. Click the left-facing arrow to remove the selected users from the User Group. The users are then removed from the Group Members column and transferred to the Available Users column on the left.