Groups are an optional functionality that can be used to restrict content access to a subset of users specified by the administrator. Group usage is not restricted to content within a single project or subfolder within a project; you can assign groups to content across multiple projects or subfolders.
Only system administrators can create a group. Content is assigned to the group and made available for use on the end user website. Users are then assigned to a group so they can access the content. For more information on the end user website, refer to Working With the Learning Library (Website).
The top-level group on the Server is the default group to which every user is automatically assigned. This group cannot be edited or deleted. This group is referenced as Workspace All Users; however, the name of this group may be different if it was changed during your Server customization. If you have made customizations, look for the name of the top-level content group that displays on the Content Groups page. In order to restrict content access, you must create sub-level groups beneath the top-level group.
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NOTE:
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Groups are manually created by the system administrator if group data is not imported from a directory server.
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Creating and Updating Groups
- Click Administration on the left menu.
- Click Users, Roles, and Groups in the Administration area.
- Click Groups in the Users, Roles and Groups area.
- Choose from the following options:
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If You Want To
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Then
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Add a group
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- Click on the root group in the tree view.
NOTE: You can create a subgroup by clicking on any group within the tree view.
- Click Add.
- Go to the next step.
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Edit a group
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- Click on the group you want to edit.
- Click Edit.
- Go to the next step.
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Delete a group
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NOTE: This permanently deletes the group and any subgroup associated with the group. A deleted group or subgroup cannot be restored.
- Click on the group you want to delete.
- Click Delete.
- Click OK.
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View users in a group
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- Click on the group whose users you want to view.
- Click View Users.
- Click OK.
NOTE: If more than 100,000 users are present in the group, the View Users button is disabled.
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Synchronize groups
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NOTE: Synchronizing from the Groups page will synchronize all user sources and filters. For more information on user source, refer to Creating and Managing Users Via User Information Source.
- Click Synchronize on the left menu.
- Click OK.
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- Complete/edit the following fields:
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Field
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Description
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Name
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Enter a name for the group.
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Description
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Enter a description for the group.
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- Perform any of the following options:
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If You Want To
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Then
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Add users to the group
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- Click Users.
- Click All Users in the Address Book.
- Click on the letter of the last name(s) of, or search for, the user(s) you want to add to the group.
- Select the user(s) from the list.
- Click Add Selected.
- Click OK.
- Go to the next step.
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Add filters to the group
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- Click Filters.
NOTE: You must add a filter to the group in order to synchronize users with the Server. For more information on synchronization requirements, refer to Creating and Managing Users Via User Information Source.
- Select one or more filters from the Filters - Available Filters list.
- Click OK.
- Go to the next step.
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- Click OK.
Assigning Content to a Group Filter
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NOTE:
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You must first enable group-based filtering before assigning filters to content. For more information, refer to Specifying Project Settings.
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- Click the Projects button on the upper left.
- Select the project that contains the content for which you want to create a group filter.
- Click Document Library.
- Select the folder that contains the content for which you want to create a group filter.
- Select the content for which you would like to create a group filter.
- Click Assign Group Filter in the left navigation bar.
- Drag the content from the Related Documents list to the corresponding group in the Content Groups list.
- Click Save.
Deleting a Group Filter
- Click the Projects button on the upper left.
- Select the project that contains the group filter you want to delete.
- Click Document Library.
- Select the folder that contains the group filter you want to delete.
- Select the content for which you would like to delete a group filter.
- Click Assign Group Filter in the left navigation bar.
- Scroll over the name of the content in the Content Groups list.
- Click Delete.
- Click Save.