Groups

this menu in the ‘admin panel’ can be used to create/manage groups and add roles and permissions creating and managing groups this option can be used to create new groups or edit/delete existing groups the following image shows the manage group section in the admin panel create groups to create a group, click on the blue ‘+’ near the manage groups heading this will open the following form for group creation name enter the desired group name short name enter a short name for the group; for example, the abbreviation for the group can be entered here region select the region to which the group will be tied branding add branding for web and mobile by uploading the specified file sizes overlay logo or name from the overlay drop down, select the appropriate overlay option for the web application and mobile these overlay options determine how the logo image in the group's branding will be overlaid on top of the tile or cover image for example, if ‘overlay on tile and cover image’ is selected, then the logo will be overlaid on top of the tile and cover image primary and secondary color choose the appropriate primary and secondary colors for the group from email label enter the email label; this will be displayed as the ‘from email label’ for all the emails that are sent out from this group reply to email in case a support inbox for the group is available, enter it here if a user replies to the email notifications sent from this group, they will be received in the ‘reply to email’ inbox tags add a search tag to search for this group using the search bar on the homepage multiple tags can be added for a group; as soon as a tag is added, a search bar will appear on the homepage once all the details have been entered for the group, click submit this will create the group the created group is currently not activated and will show in a yellow highlighted color as shown below to activate the group, click on the lock icon under the action column, as shown in the image above once activated, the group will begin to show on the group home manage groups all the available options to manage the groups are shown in the image below region click on the button under the region column to view the regions the group is tied to colors the colors column shows the primary and secondary colors that were set during the creation of the group leads click on the manage button under the leads column to add/delete leads for a particular group once clicked, it will open the ‘manage leads’ window as shown below add a lead click on the plus sign to add a lead this will open the following form search for the user in the user field, select the role from the ‘role’ dropdown, and click submit to add a lead edit a lead under the action column, click on the notepad with the pen icon to edit a lead delete a lead click the bin icon to delete a lead change lead order leads can be dragged and moved up and down to change their order chapters click on the manage button under the chapters column to create, edit, or delete chapters once clicked, it opens the following ‘manage chapters’ screen add a chapter/channel/sub groups adding a chapter/channel to add a new chapter, click on the blue plus sign this will open the select region window as shown below select the region you want the chapter to be tied to and click submit this will open the ‘add chapter’ window as shown below enter the desired chapter name in the ‘chapter name’ field and click save to add the chapter once the chapter is added, it will appear with a yellow highlighted color, indicating that it is still not activated to activate the chapter, click on the lock icon under the action column against the inactive chapter an existing chapter can be edited by clicking the notepad with a pen icon under the action column to delete a chapter, first deactivate the chapter; this will enable the trash bin icon under the action column click the icon to delete the chapter please note that the phrase ‘permanently delete’ needs to be entered in the delete chapter window in order to delete the chapter adding a sub group click on the manage button under the sub group column to create, edit, or delete channels once clicked, it opens the following ‘manage sub groups‘ screen click on the plus sign; this will open the ‘add sub group’ window enter the desired name of the sub group and click save this will add the new sub group, which will be in a deactivated state when created it can be activated by clicking the lock icon under the action column the process to edit or delete the sub group is exactly similar to the process of deleting the chapter as explained above direct links the "get link" button under the ‘direct link’ column copies the direct link for the erg to the clipboard this link can be pasted into a browser to access the erg home this functionality is useful for platform admins who want to share the direct link of the ergs with users as soon as the "get link" button is clicked, it will copy the link to the clipboard auto assign and settings clicking on the small gear icon under the action column opens the ‘erg settings’ window, as shown below show members on about us page this drop down has three options to control how group leads are displayed on the ‘about us’ page, and they are self explanatory show to everyone show to other members do not show content restrictions this drop down allows administrators to control who can view the content of groups choosing ‘only members can view’ will make the about us page of any group visible only to non members all other content will be viewable only by current members change group type this drop down provides options to control how members will be able to join a particular group the options are open membership use this option to keep the membership of the group open; anyone can visit the group home and use the join button to become a member invitation only this option will hide the group tile from the affinities home and make the group invitation only users who have the permalink for the group will be able to visit the group home and browse through the content the group leads have the option to invite users from the group admin panel > users > invite users invited users will receive a link to join the group in their email membership by request only this option changes the ‘join’ button into a ‘request to join’ button the user who wants to join can request to join, and the request must be approved by the group lead for the user to become a member of the group membership disabled this option hides the join button and disables the membership for the group this feature is useful if the admins want to disable the membership for a particular group chapter assignment this feature allows the platform admins to control how the chapter assignment will be done for the group there are four options provided in this drop down allow user to choose any number of chapters require user to choose exactly one chapter require user to choose at least one chapter auto assign chapter based on user’s location for this option to work, the office locations must be properly tagged to each chapter so that the system can assign chapters based on the user's office location once auto chapter assignment based on user location is turned on, to refresh the data and assign chapters to existing users based on their office location, use the "auto assign ‘update’" button delete a group to delete a group deactivate the group by clicking on the lock icon under the actions column next to the group that needs to be deleted once in a deactivated state, the ‘bin’ icon will appear click on the bin icon and confirm to delete the group once a group is deleted, it will be highlighted in pink color, along with a ‘circular’ restore arrow this arrow can be used to restore a deleted group a deleted erg is shown highlighted in pink color in the image below group categories this option allows you to separate your groups into different categories based on location, group type, or any other category your organization would like to implement when "group categories" is clicked on from the left pane, you will be presented with a screen showing your current group categories, if any to add a new category, click the blue plus button next to "manage group categories " here you can enter the category name and, if desired, provide a category label and description roles and permissions this option can be used to create, edit, and delete roles, as well as manage permissions for various roles when "roles and permissions" is clicked in the left pane, it opens the following screen system lead types leads can have any nomenclature when a role is created; however, they must be tagged to one of the following system lead types executive sponsor global lead regional lead chapter lead channel lead other creating new roles to add a new role, click the plus sign in "manage roles and permissions " this will open the following ‘new leader type’ window in the "leader type" field, enter the desired role name from the "system lead type" dropdown, select the appropriate system lead to which the new role is to be tagged under permissions, check the appropriate checkboxes to assign permissions to the new role the following four types of permissions can be selected can create content can publish content can manage content can manage budget in the "welcome email message" field, enter the email text that needs to be sent to a user whenever they are assigned to this role check the "show on about us page" checkbox if you want this role to be displayed on the about us page by default, this box is already checked click the "submit data" button, and this will add the new role to the platform editing existing roles to edit an existing role, click on the notepad icon with a pen under the action column against the role that needs to be edited this will open the "update leader type" window as shown below this screen is similar to the "new leader type" screen; however, the only difference is that the system lead type cannot be changed the leader type can be changed, permissions can be edited, the welcome email can be added or edited, and the "show on about us" page option can be checked or unchecked deleting a role to delete an existing role, click on the bin icon under the action column against the role that needs to be deleted deleting the role will not remove it from the list; instead, it will be highlighted in pink, and a ‘circular arrow’ will appear under the action column, allowing you to restore the role a deleted role is shown below permission types matrix the following matrix shows which permissions are enabled for various permission types within the platform modules note global or zone admin is also a group lead of group in the zone group leads are also chapter leads of all chapter leads in the group group leads are also channel leads of all channels in the group regional leads are also chapter leads of all chapter leads in the group channel leads do not have manage budget functionality