Create a group

Set up groups and assign the necessary roles and users. The users in the group inherit the roles of the group, so you do not have to assign roles to each user separately.

Before you begin

Role required: admin

About this task

A good practice is to create as many groups as needed in your organization.

For example, you can create a staff group for each geographic location or for each function, such as building maintenance or building security, assign the necessary users to those groups, and then assign the staff role to those groups. It is also a good practice to create one group for administrators and assign the admin role to this group only.

Procedure

  1. Navigate to User Administration > Groups.
  2. Click New.
  3. Fill in the fields.

    To see some of the fields, you may need to personalize the form.

    Field Description
    Name Name of the group.
    Manager Group manager or lead.
    Type Category for this group. For example, a group designated as type catalog is a service catalog group and can also be accessed under the Service Catalog > Catalog Policy > Fulfillment Groups module.

    You may need to personalize the form to add the Type field. Activating the Work Management plugin adds the Type field automatically.

    Group email Group email distribution list or the email address of the group's point of contact, such as the group manager.
    Parent Other group of which this group is a member. If a group has a parent, the child group inherits the roles of the parent group. The members of the child group are not members of the parent group. For example, if an incident is assigned to the parent group and you click the Assigned to lookup icon, only the members in the parent group are available. The members of the child group are not available.
    Active Check box that indicates whether the group is active or inactive. Inactive groups still appear in any reference field that already references the group, but are not visible by non-admin users in:
    • lists of groups
    • the reference lookup list for reference fields
    • the auto-complete list of groups displayed when you type into a reference field
    Exclude manager Check box that controls whether the group's manager receives email notifications.
    Include members Check box that controls whether the group members receive individual emails when someone sends an email to the Group Email address. The only exception to this functionality is for approval notifications, whereby all members of a group receive an approval notification, regardless of the Include members selection.
    Description Helpful information about the group.
  4. Click the lock icon beside the Type field. If the field is not visible, configure the form to add it.
    The Type field expands.
  5. Click the reference lookup icon (The reference lookup icon) and select the [application] type.
  6. Right-click the form header and select Save.
  7. Add the [application]_admin or [application]_staff role to the Roles related list.
  8. Add users to the Group Members related list.
  9. Click Update.