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Creating and Managing Groups

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Groups enable you to organize users and projects within Workfront.  

For more detailed information about how groups work within Workfront, see "Understanding Groups."

Groups generally coincide with departmental divisions, specifically when assigning access rights and permissions or performing searches. 

You can offload some of the system administrative tasks of managing groups by designating group administrators for individual groups. Group administrators can manage group settings and users in those groups. 

As a system administrator, you can allow all users with edit user access to add groups to profiles of other users without making them Group Administrators, by allowing groups to be public.
For more information about edit user access, see "Access Needed to Edit Users."

Understanding Group Administrators

NOTE In the Production environment, the Group Administrator is the Group Owner.

As a system administrator, you can create a group and designate a user in the group as a Group Administrator to manage that group. A Group Administrator can have some similar abilities to the system administrator.

With this setup, you can restrict who receives a System Administrator access to only users who truly need to modify settings for the entire system. If someone needs to modify certain settings for a smaller department or group of people, you can assign them as a Group Administrator. This way, they can manage only the groups, users, and settings for the groups and users they can manage. 

A Group Administrator can perform the following tasks: 

  • Create, Edit and Delete subgroups of the groups they manage. 
  • Add users to groups and subgroups when editing existing ones. 
  • Associate users with groups and subgroups they manage when editing user profiles for users they can edit.
  • Create or edit group-level statuses.
  • Create Layout Templates in the Setup area of Workfront, and associate them with users, groups, teams, and job roles.
  • Create Timesheet Profiles, associate them with users and groups they manage, and manually generate timesheets. 
  • Create Schedules and associate them with a group they manage. 
  • When a project is associated with a group they manage, they can restore the project, or any tasks, issues, or documents associated with the project from the Recycle Bin.
  • Reset passwords for users that are members of the groups they manage. 
  • Log in as users that are members of the groups they manage.

For more information about Group Administrators, including the access needed for this setup, see "Understanding Group Administrators."

Creating a Group

You must be a system administrator to create a group.

You can create a new group in one of the following ways:

To create a new group from scratch: 

    1. Navigate to the Setup area in the Global Navigation Bar.
    2. Click Groups.
    3. Click New Group.
      The New Group dialog box is displayed.
      new_group_with_admin_label__1_.png Or
      You can click the Add More Groups link to add a group in-line, then click Enter when you are finished adding the group information.
    4. Specify the following information on the New Group form:
      Group Name: The name of the group.
      Description: The description of the group.
      Make this group and subgroups public: Select this option, if you want all users with edit user access who are not administrators of the group to add this group to the profile of other users. All the subgroups of the group are also going to be public. 
      Group Members and Group Administrators: Displays all users and groups (subgroups) that currently belong to the group. These users and groups have access to all objects shared with the group. Begin typing the name of an existing user or group to add, then select the name as it appears in the drop-down menu.
      NOTE There is no limit for how many users you can add to a group.
      As you are adding users to the group, specify whether they are a Group Administrator or Group Member.
      NOTE You must designate at least one user as a Group Administrator. You can have more than one administrator in a group. Group Administrators can designate other users as administrators of the groups they manage. 
      For more information about group administrators, see "Understanding Group Administrators."
      NOTE Any group you add to an existing group automatically becomes a subgroup and is no longer a main group. However, the subgroup retains its existing users, as well as any associations with projects, issues, and tasks. The subgroup also inherits the project, task, or issue statuses that belong to the new parent group.
      Any subgroup that belongs to a public group is, by default, public, so any user with edit user access can add the subgroup to other users, as well. 
      Group Administrators have rights to manage the group, as described in "Managing Group Membership and Subgroups."

    5. Click Create Group.

Creating a Subgroup

As a system administrator or a group administrator, you can create subgroups to a group. 

Subgroups allow you to add a large number of users to an already existing group.
For example, you have a group of all IT Directors and a separate group for Help Desk Technicians. The Help Desk Technicians group has been given permissions to a Request Queue. You want to add the IT Directors to the group that has permissions to the Request Queue. Without the subgroup functionality, you would have to manually add the IT Directors to the Help Desk Technicians group, which could be inefficient and hard to manage. If you add the IT Directors group to the Help Desk Technicians group as a subgroup, you can accomplish this much faster and in one change. 

You can create a subgroup by adding an existing group as a member of another existing group, or you can create a new subgroup from scratch.

For more information about creating a new subgroup, see the "Creating a New Subgroup" section in "Managing Group Membership and Subgroups."

Users and groups that belong to subgroups have the same visibility and permissions as users and groups that belong to the main group they share. 

NOTE A user can belong individually to a subgroup as well as to the parent group. When you remove them from the subgroup, they remain part of the parent group. Similarly, when you remove them from the parent group, they will remain part of the subgroup. If you want a user to not benefit from the access allowed for the parent group, you must remove them both from the subgroups as well as the parent group, if they are listed in both places individually. 

Editing a Group or Subgroup

As a system or group administrator you can edit an existing group or subgroup. 

For more information about editing a group or a subgroup, see the "Modifying Group Members and Group Administrators" section in "Managing Group Members and Subgroups."

Copying an Existing Group and Subgroup

As a system administrator, you can create a new group by copying an existing group. When you copy a parent group, all group members and subgroups are copied to the existing group. When you copy a subgroup, the subgroup becomes the parent group.

NOTE When copying groups, the members of the copied groups keep their designation from the original group. Therefore, the group administrators of the original groups are also designated as the group administrators in the copied group.

To copy a group:

  1. In the Global Navigation Bar, click Setup.
  2. Click Groups.

     

  3. Select the group you want to copy, then click More, and select Copy.
    The Copy Group dialog box is displayed.
    copy_group_with_admin_label__1_.png 
  4. Specify the following information on the copied group:
    Group Name:
     Enter a name for the group. By default, the name of the new group is <The original group name (Copy)>.
    Description: Specify a description for the copied group.
    Make this group and subgroups public: Select this option, if you want all users with edit user access who are not administrators of the group to add this group to the profile of other users. All the subgroups of the group are also going to be public.
    Group Members and Group Administrators: Displays all users and groups (subgroups) that currently belong to this group. These users and subgroups have access to all objects shared with the group. Begin typing the name of an existing user or group to add, then select the name as it appears in the drop-down menu.
    Specify whether the members of the new group are a Group Administrator or a Member of the group. 
    For more information about group administrators, see "Understanding Group Administrators."
    If the original group has subgroups, new subgroups are added to the new group, and their names are, by default: <The original subgroup name (Copy)>.
    You can eliminate any of the users or subgroups from the original group by removing them from the Group Members and Administrators field.
    NOTE Any group you add to an existing group automatically becomes a subgroup and is no longer a main group. However, the subgroup retains its existing users, as well as any associations with projects, issues, and tasks. The subgroup also inherits the project, task, or issue statuses that belong to the new parent group.
    Any subgroup that belongs to a public group is, by default, public, so any user with edit user access can add the subgroup to other users, as well.
    Group administrators have rights to manage the group, as described in "Managing Group Membership and Subgroups."
  5. Click Create Group.

Managing Groups and Subgroups

Many administrative tasks you can perform on groups in Workfront are the same whether you are the system administrator managing all groups, or you are a group administrator managing a single group.

For information about how to manage groups in Workfront, see "Managing Group Membership and Subgroups."

**DON'T DELETE, DRAFT OR HIDE THIS ARTICLE. IT IS LINKED TO THE PRODUCT, THROUGH THE CONTEXT SENSITIVE HELP LINKS. **  

Linked to others: Understanding Fields in Lists and Reports, Creating Schedules etc.

Delete this when 18.1 goes to Production: NOTE In the Production environment, the Group Administrator is the Group Owner.

Fix the part about "must have View permissions" - this will be required when this is in production. 


This article last updated on 2018-02-28 18:49:18 UTC