Manage groups and members

During a project lifetime, you can create new groups, delete groups, update groups' properties, add and remove group members.

All groups are listed in the "Groups" section of Home menu in a sortable and searchable table view with such details as group name, members, group manager, group email address, access level, short name, description, and tags. With the "+"' icon at the top right of the table you can hide/unhide columns.

To find a group, use the column headers' search fields or click on any column header to change the sorting.

Follow the instructions below on how to:

• Add group member(s)
• Remove group member(s)
• Approve requests to join a restricted group
• Update group properties
• Delete a group

Add group member(s)

1

Click Groups in Home menu, this will open the "Groups" section.

2

Click on the group that you would like to edit or click on its "Edit" icon, this will open a sidebar for the group.

3

In the sidebar, select the "Members" tab.

4

The group members list appears, click Add member above the "Members" table.

5

The group non-members list appears, tick the checkbox(es) at the member(s) to be added and click Add Member.

Tip

• You can use the search field at the top of the list to quickly look for members by typing in their names.
• Invited users whose project acceptance is still pending are included in the members list and can already be added to a group.

6

To add new members to the group, click Save Group at the bottom of the sidebar.

Remove group member(s)

1

Click Groups in Home menu, this will open the "Groups" section.

2

Click on the group that you would like to edit or click on its "Edit" icon, this will open a sidebar for the group.

3

In the sidebar, select the "Members" tab.

4

The group members list appears, tick the checkbox(es) on the left at the member(s) to be removed and click X at the top.

Tip: You can use the search field at the top of the list to quickly look for members by typing in their names.

5

Click Remove in the appeared window.

6

To remove the group members, click Save Group at the bottom of the sidebar.

Approve requests to join a restricted group

1

Click Groups in Home menu, this will open the "Groups" section.

2

Click on the group that has pending request(s) in the "Member" column or click on its "Edit" icon, this will open a sidebar for the group.

3

In the sidebar, select the "Members" tab.

4

The group members list appears, scroll down to the pending requests list and decline or accept the requests.

Tip: Hover over the green arrow to see when the user requested to join the group.

5

To save your changes, click Save Group at the bottom of the sidebar.

Update group properties

1

Click Groups in Home menu, this will open the "Groups" section.

2

Click on the group that you want to update or click on its "Edit" icon, this will open a sidebar for the group.

3

In the sidebar, you can update the following properties of the group:

• Image: To update a picture for the group, click the photo icon or drag & drop an image file there
• Name: Click into the blue placeholder and update the group name
• Short name: Click into the field and update the short name for the group  
• Short description: Provide / edit description for the group
• Group Manager:: Click the dropdown list to select another user; there can only be one group manager per group
• Access Level:: Switch to "Open" (users can join / leave without approval) or "Restricted" (users need Group Manager's approval to join / leave)
• Private: Toggle to hide / unhide the group from all non-group members (apart from Admins and Managers, see "Roles, access levels and access rights")
• Enable Group Mail: Toggle to enable / disable the mailing list option for the group – when enabled the "Email Address" field will then appear, enter the email part before the @ symbol (local-part), e.g. "financereps" for the email address "financereps@groups.emdesk.com":

Note:

• The email address must not include unsupported characters and the length is min. 3, max. 63.
• The email address must be unique throughout the domain @groups.emdesk.com and is subject availability.
• The email address domain is fixed and cannot be changed.
• By default, all users of the group will have the right to send and receive emails; to update these rights, please see "Mailing list option for groups".

• Enable Group Rights: To start managing access rights for all group members at a group level, enable the group rights toggle:

Note:

• By default, access rights for groups are set to Manage access rights to all sections. Go to the "User" section to adjust the access rights for groups.
• All group members will inherit the access rights set for this group.
• Through the membership of groups, users may accrue sets of various access rights. In this case, access rights are hierarchical starting with Manage as the strongest, and the highest right counteracts all subordinate rights.
  
  For example: A user has Read access rights to the "Documents" section and at the same time is a member of a group with Edit access rights to the "Documents" section. The user will attain the stronger rights of the group and therefore will have Edit access rights to the "Documents" section.

• Tags: Click in and categorise the group by adding tags; type your individual tag or choose from the suggested list of available tags (click X at a tag to remove it)

4

To save your changes, click Save Group at the bottom of the sidebar.

Delete a group

1

Click Groups in Home menu, this will open the "Groups" section.

2

Click the quick action menu at the group that you would like to delete and choose Delete from the dropdown list.

3

To delete the group, click  Yes in the appeared window.