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Managing Group Membership and Subgroups

As a group owner, you can perform the following administrative actions for the group:

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

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 owner. 
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 a Group owner in order to create a new subgroup.

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.
  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 Changes. 

Renaming a Group or Subgroup

  1. In the Global Navigation Bar, click Setup.
  2. Click Groups.
  3. Select the existing group or subgroup you want to rename.
  4. Click Edit.
    New_Subgroup_button.png
    The Edit Group dialog box is displayed.

    edit_group_New_UI.png

  5. In the Group Name field, specify a new name for the group.
  6. Click Save Changes.

Modifying Group Members and Group Owners

  1. In the Global Navigation Bar, click Setup.
  2. Click Groups.
  3. Select the existing group or subgroup whose membership you want to modify.
  4. Click Edit.
    New_Subgroup_button.png
    The Edit Group dialog box is displayed.

    edit_group_New_UI__1_.png

  5. To modify group membership or group owners, in the Group Members field or the Group Owners field, delete any users who you no longer want as members of the group, or delete any users who you no longer want as Group Owners. To add new members to the group or to add new Group Owners, begin typing the user's name in the appropriate field, then click the name when it appears in the drop-down list.
    You can remove users or groups you no longer want in the selected group in the Group Members & Owners field. 
    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. 
  6. Click Save Changes.

Making a Group Public

As a system administrator or a group owner, you can make a group public. This allows other users who can edit users to add the group to the preferences of another user. 

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.
  4. Click Edit.
    New_Subgroup_button.png
    The Edit Group dialog box is displayed.
    edit_group_new_ui.png
  5. Select Make this group and sub groups public.
  6. Click Save Changes.

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.
  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.