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Creating and Managing Groups

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The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

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.

If you are a system administrator, you can create a group and designate a user in the group as a Group Administrator to manage that group.

Prerequisites for Group Administrators

Users you designate as Group Administrators must also have the following:

Capabilities of Group Administrators

When you are the system administrator for a large company with many departments, you might not want to manage all the groups in each department yourself. Instead, you can create one group for each department and assign each group a Group Administrator. The Group Administrator can manage the needs of the group and they can retain information such as users, layout templates, custom data, projects and templates separate from other groups within the system. 

You can designate a user as a Group Administrator when creating the group, as described in "Creating a Group."

NOTE Every group must have at least one Group Administrator.

The group administrators that you assign to a group can perform the following actions for groups they manage and their users:

  • Create subgroups.
    For more information about creating a subgroup, see "Creating a Subgroup."
  • Add users to groups and subgroups when editing existing ones. 
  • Associate users with groups when editing user profiles.
  • Create or edit group-level statuses.
    For more information about creating or editing group-level statuses, see "Creating and Customizing Group Statuses."
  • Create Layout Templates in the Setup area of Workfront, and associate them with users, groups, teams, and job roles. (see message sent to Mariam: right now, a group owner sees ALL other groups to add to a layout template - is this correct/ by design? We should document this if this is the case)
  • Reset passwords for users.
    For more information about resetting users' accounts see "Editing User Accounts."

    NOTE Group administrators cannot reset the password of a system administrator. 
  • Log in as users that are members of the groups they manage.
    NOTE Group administrators cannot log in as a system administrator. 
    For more information about logging in to Workfront as another user, see "Logging in As Another User."

 

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.
      As you are adding users to the group, specify whether they are a Group Administrators 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.
      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, etc.

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