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Managing Group Membership and Subgroups

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As a system or group administrator, you can manage the membership of the groups and subgroups you manage by performing the following actions: 

You can also manage group statuses, as described in "Creating and Customizing Group Statuses."

For more information about Group Administrators, see "Understanding Group Administrators." 

Creating a New Subgroup

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. 

Subgroups inherit the membership of the parent group. You are limited to a 3-level breakdown within a subgroup. However, there is no limit to the number of subgroups you can create within a parent group.

If you create a subgroup to a group that is public, the subgroup is public, by default. Making groups and subgroups public allows users with Plan licenses who can edit users to add the group to the preferences of another user without being a group administrator.
For more information about the access needed to edit users, see "Access Needed to Edit Users."

For more information about creating a group and making it public, see "Creating and Managing Groups."

You must be a system administrator or a user with a Plan license who is also designated as a Group Administrator in order to create a new subgroup.
For more information about Group Administrators, see "Understanding Group Administrators." 

To create a new subgroup:

  1. In the Global Navigation Bar, click Setup.
  2. Click Groups.
  3. Select the existing group where you want to create a new subgroup.
    System administrators can see all groups.
    Group administrators can see groups they are listed on as a Group Administrator and subgroups of those groups. 
  4. Click New Subgroup.
    New_Subgroup_button.png
    The New Subgroup dialog box is displayed.
    new_subgroup_ui.png
  5. Specify the following information:
    Group Name: Enter a name for the subgroup.
    Description: Specify a description for the group.
    Group Members: Enter the names all users and groups (or subgroups) who should belong to the group. These users and groups have access to all objects shared with the parent group. Begin typing the name of a user or subgroup to add, then select the name as it appears in the drop-down menu. Any group you add to an existing group or subgroup 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 parent group.
    Search people and groups in the list: Start typing the name of a user or group to find them in the list of users and groups already associated with this subgroup.
  6. Click Save. 

Renaming a Group or Subgroup

As a system or group administrator, you can rename a group or subgroup.

To rename a group: 

  1. In the Global Navigation Bar, click Setup.
  2. Click Groups.
  3. Select the existing group or subgroup you want to rename.
    As a group administrator you can only see groups you have been designated on as an Administrator.
  4. Click Edit.
    New_Subgroup_button.png
    The Edit Group dialog box is displayed.
    edit_group_with_admin_label__1_.png
  5. In the Group Name field, specify a new name for the group.
  6. Click Save.

Modifying Group Members and Group Administrators

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

  1. In the Global Navigation Bar, click Setup.
  2. Click Groups.
  3. Select the existing group or subgroup whose membership you want to modify.
    As a group administrator you can only see groups you have been designated on as an Administrator.
  4. Click Edit.
    New_Subgroup_button.png
    The Edit Group dialog box is displayed. edit_group_with_admin_label__2_.png
  5. In the Group Members and Group Administrators field, remove any users who you no longer want as members of the group, or modify the permissions of any users who you no longer want as Group Administrators.
  6. Add new members to the group by typing their name in the Group Members and Group Administrators field, then clicking the name when it appears in the drop-down list. 
  7. (Optional) Search people and groups in the list: start typing the name of a user or group in this field to find them and remove them from the list.
    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. 
  8. Click Save.

Making a Group Public

As a system or group administrator, you can make a group public. This allows Plan license users with access to edit users to add the group to users without having to be a Group Administrator. They can only add the group to users they can edit in the user profile. 
For more information about editing users, see "Editing User Accounts."
For more information about the access needed to edit users, see "Understanding User Access."

To make a group public:

  1. In the Global Navigation Bar, click Setup.
  2. Click Groups.
  3. Select the existing group or subgroup you want to rename.
    As a group administrator you can only see groups you have been designated on as an Administrator.
  4. Click Edit.
    New_Subgroup_button.png
    The Edit Group dialog box is displayed.
    edit_group_with_admin_label__2_.png
  5. Select Make this group and sub groups public.
  6. Click Save.

Deleting Groups and Subgroups

  1. In the Global Navigation Bar, click Setup.
  2. Click Groups.
  3. Select the group or subgroup you want to delete, then click More.
    As a group administrator you can only see groups you have been designated on as an Administrator.
  4. Click Delete.
    Delete_button_for_Groups.png
  5. In the Delete Group dialog box, use the drop-down list to select the group where you want to move the members of the group you are deleting. Objects (such as projects) that were assigned to the group you are deleting are reassigned to this group.
  6. Click Delete It.

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Links to other articles - don't change: Creating and Managing Groups, etc

This article last updated on 2018-03-01 16:14:07 UTC