Managing User Groups

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. Members of a User Group are able to access and work with the Group's workflows without needing further invitation to individual workflows.

Your organisation's User Groups are managed from the Main Menu on the Admin Dashboard. Both Administrators and Managers can create and manage User Groups.

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

Creating a New User Group

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

To create a new User Group:

On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
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.
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

Delete a user group when it is not needed any more.

To delete a User Group:

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

Adding Workflows to a User Group

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:

On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
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.
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:

On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
Under the Group Workflows column on the right, mark the checkboxes for the workflows you want to remove from the User Group.

NOTE: To select all workflows for removal, click the Group Workflows checkbox.
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.

NOTE: To invite more than one user at the same time, separate the users' email addresses with a comma. You can also mass-invite a larger number of users at the same time using a CSV file containing the users' email addresses (see Inviting Large Numbers of Users to a Group Via a CSV File).

To invite a new User to a User Group:

On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
Under the Invite users to this group by email field, enter the new user's email address, then click Invite to email the user a link to the User Dashboard registration page.
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.

Inviting Large Numbers of Users to a Group Via a CSV File

Large numbers of new users can be invited to become part of a User Group via a CSV file containing the users' email addresses. New users are not registered as members of the organisation yet.

NOTE: You can also invite smaller numbers of new users at the same time using the method outlined in Inviting a New User to a Group.

To mass invite new users to a User Group:

On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
Select the User Group to which you want to invite the new users, click the Vertical Menu icon on the top right, then click Invite List of Users.
On the Invite List of Users window, either drag and drop or choose the CSV file containing the users' email addresses from your computer, then click the Invite button on the bottom right. AUTTO then validates the CSV file's email addresses to ensure that they are in a standard, acceptable format. If AUTTO detects any error, it will reject the file and list the erroneous email address or addresses. Correct the errors in the file, if any, then repeat Step 3.
Click Done. Once the users accept the invitation and register for new accounts on the User Dashboard registration page, they get access to the User Group's workflows.

NOTE: The CSV file containing the email addresses must be named as emails.CSV.

Editing an Invitation Email for a User Group

AUTTO sends a standard email template to users invited to join a User Group. You can customize this email template to get a better response from your invited users.

To edit the invitation email:

On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
Select the User Group for which you want to customize the invitation email, click the Vertical Menu icon on the top right, then click Edit Invitation.
On the Edit Invitation window, make your changes to the template.
To send the customized template to your email address and view how it will look to intended recipients, click the Send Test button.
To save your changes to the template and close the Edit Invitation window, click the Done button on the bottom right. To cancel your changes, click the Cancel button instead.

Managing Sent Invitations

You can send follow-up invitations to users who have not responded to previous invitations to join a User Group.

To send a follow-up invitation to a new user:

On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
Select the User Group to which you have invited new users previously, click the Vertical Menu icon on the top right, then click Manage Invites.
On the Manage Invitations window, click the Vertical Menu icon to the right of the user's email address, then click Resend Invite to send a follow-up invitation to the user.

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:

On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
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.

NOTE: To select all users for addition to a group, click the Available Users checkbox.
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:

On the Admin Dashboard, click the Main menu on the top-right, then click User Groups.
Under the Group Members column on the left, mark the checkboxes for the users you want to remove from the User Group.

NOTE: To select all users for removal, click the Group Members checkbox.
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.

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