Creating and Using Groups

Organization owners and managers have administrative permissions for groups in an organization. This allows them to create new groups, add or remove people from groups, and assign groups access to specific resources and data within the organization.

Viewing Groups within an Organization

Follow the steps below to see a list of all groups within an organization and to access the group administrative controls (if you are an owner or manager of the organization to which the group belongs):

1. In the top right corner of ProKnow, click your profile name, then click My Organizations:

   

2. From the My Organizations page, click on the particular organization that you wish to manage:

   

3. From the organization page, click the Groups tab to see a list of all groups within the organization:

   

Creating Groups within an Organization

Organization owners and managers can create as many groups as necessary to properly assign permissions to resources and data within the organization. The following process walks you through creating a group within your organization:

1. Begin by following the instructions for Viewing Groups within an Organization. This will take you to the Groups tab within the organization.

2. From the Groups tab, click the Create Group button:

   

3. Provide the required fields, and click the Create button once complete:

   

   NOTE

   Group IDs are automatically assigned when entering the group name and are displayed underneath the group name while editing (in this particular case, ProKnow generated the unique ID "special-correspondents"). Both the group name and auto-generated ID must be unique within an organization. It is possible that two groups with different names result in the same ID.

Deleting Groups from an Organization

Organization owners and managers can delete groups when they are no longer necessary. The following steps walk you through the process of deleting a group from your organization:

1. Begin by following the instructions for Viewing Groups within an Organization. This will take you to the Groups tab within the organization.

2. From the Groups tab, click on the management dropdown for the desired group, then click on the Delete... option:

   

3. You will be prompted to make sure that you wish to delete the group, click on the Delete button to confirm deleting the group:

   

Editing Group Information from an Organization

Organization owners and managers can edit the information about a group (e.g., name, description) within an organization that they manage. The following steps walk you through the process of editing a group within your organization:

1. Begin by following the instructions for Viewing Groups within an Organization. This will take you to the Groups tab within the organization.

2. From the Groups tab, click on the management dropdown for the desired group, then click on the Manage option (note that you may also click directly on the group row):

   

3. On the left side of the Group detail page, you can see the name and description of the current group, as well as the current number of members and collaborators that have been granted access. Clicking on the Edit button opens up the edit group dialog:

   

4. Provide the required fields, and click the Save button once complete: