Who is this article for?

Ideagen Quality Management administrators importing workflows.

Group Admin access is required.

Groups should be created that reflect the various parts of your organizational structure. They should also be created for additional roles that multiple users and groups may fill in your company, as well as any specialized groups needed for Ideagen Quality Management-specific tasks. Permissions should be assigned to these groups according to the level of access and control they require in the system.

From this page, you can create new groups, add members and managers to existing groups, assign permissions to groups, or enable/disable groups.

Note: When there are 500 or more groups in a given site, groups will be organized by letter of the alphabet and an ‘Other’ category. If there are no groups that start with a given letter, that letter will not be displayed in the tree.

From the Administration > Groups page you can:

• Create - to add new groups.
• View/Edit Properties - modify or view permissions and the group name.
• Enable/Disable - to allow or disallow groups for assignment to various tasks and granting of permissions to users.
• Add/Remove Members and Managers (and Subgroups) - to add users who receive Inbox items for process and training/testing tasks as well as any permissions associated with the group, and to assign other users as managers to the group for notification purposes.
• Remove - to delete a group from the system.
• Access Personnel Profiles - by clicking the user in a group list.

1. How to Add/Edit a Group

1. From the Administration > Groups, select Create to add a group. To edit, select the group and select Properties or right-click the group and select Edit properties.
2. Enter the group name into the Name field.

Note: The ID field is not editable and is populated automatically by Ideagen Quality Management once you select Save.

3. Enable any Permissions you want to assign to the group's members and any nested Subgroups.
4. Select Save. Newly created groups are disabled when first added and appear in the list with a washed out folder icon. You must first add members in order to enable the group.

Tip! To make a group appear at the top of the group list, despite the alphabetical order, add a space before its name in the properties window.

2. How to Add/Remove Members, Subgroups & Managers

Groups can include individual users as members and managers, as well as subgroups as members and managers. All members you add automatically inherit all permissions and tasks assigned to the parent group, even if they're subgroups. Managers do not inherit any permissions or tasks. However, expedited email notifications for extremely late Inbox items are only sent to group manager(s), so make sure every user in the system has a manager in at least one of their groups.

You can add members whether the group is enabled or Disabled. managers can be added to groups once they are enabled. Once added:

• Users/Groups who are members appear in plain text.
• Users/Groups who are managers of the group appear in bold.
• Users/Groups who are Managers and Members of the group appear in bold and are underlined.

2.1. Add/Remove Members

1. From the groups administration page, right-click the group and select Add/Remove > Members.

Note: Managers can't be added until you add at least one member or subgroup and enable the group.

2. Select the member(s) you want to add/remove from the All Users list that opens, and select Save.

2.2. Add/Remove Subgroups

Note: Any subgroup inherits all permissions and tasks assigned to its parent group.

1. Right-click the group and select Add/Remove Members.
2. From the View drop-down, select Groups View.

3. Select the group(s) you want to add/remove from the all groups list that opens and click Save. Expand the group to verify the subgroup was added.

Note: There is no limit to the number of subgroups you can add or how many levels you can nest them. However, the more you add the tougher it obviously becomes to manage permissions.

2.3. Add/Remove managers

Note: Managers are not required for each group.

1. Newly created groups must first be enabled before managers can be added. To do this, right-click the group and select Enable. Remember that a group must have at least one member in order to be enabled.
2. Right-click the group and select Add/Remove > Managers.
3. To add/remove individual users as managers, select the manager(s) you want to add/remove from the All Users list that opens, and select Save. Expand the group to verify the manager was added.

To add/remove subgroups as managers, change the View drop-down option to View Groups. Select the group(s) you want to add as managers from the all groups list and select Save.

3. How to Disable or Remove a Group

Tasks cannot be assigned to disabled groups, and any permissions you add to the group are not inherited by its members until it is enabled. Be aware of the following when disabling a group:

• Workflow Processing - a group cannot be disabled if it is a fixed responsible party of a workflow definition. However, if the group is an indirect responsible party via a custom field, that group is simply removed from the custom field. If it's enabled again, the group does not automatically resume responsible party status, which must be reassigned manually.
• Document Processing - in most cases, a group can be disabled while it is part of a document processing list. The group simply disappears from the Documents List. However, if the group is set as an approver or reviewer for a currently released document, you must first remove the group manually from the Documents List. If it's enabled again, the group is not automatically added to the approval list, and must be added back manually.
• Permissions - group members cease to inherit permissions from the disabled group. Their permissions are returned automatically when the group is enabled.
• Security - disabled groups are automatically removed from the security tab of all documents and folders. When the group is enabled again, these settings must be reassigned manually.
• Subgroups - when several groups are linked together in a chain, membership is inherited only through enabled groups. In the example below, disabling group B breaks the connection to group A, and the members shown inherit permissions and tasks of groups C and D only.
• Test and Training Instances - Active test and trainings instances remain assigned to the user in the disabled group.

3.1. Disable Group

1. From the groups administration page, right-click the group and select Disable. The group appears in the Documents Tree with a washed out folder icon next to it.

2. If the group is responsible for any active tasks, an error message appears.

3. Go to the task and remove the group association, then return to the groups administration page and try again.

3.2. Remove Group

1. From the groups administration page, right-click the group and select Remove. A window opens asking if you're sure you want to delete the group.
2. Select OK.
3. If the group is responsible for any active tasks, an error message appears.
4. Go to the task and remove the group association, then return to the group's administration page and try again.