Create & Manage Workgroups

Owners and administrators can manage workgroups and workgroup members (users).

Note. The person creating a workgroup becomes an Administrator of that workgroup and cannot be removed from it.

As an Administrator, you can create and delete workgroup, add users to any workgroup, and manage workgroup tags. You can also temporarily remove yourself, as Administrator or user, from any workgroup.

Add Workgroup

To add a new workgroup

1. Navigate to Access | Manage Workgroups. The list of existing groups displays:

Note. Select the My Groups checkbox to show only groups that you are a member of.

The number of members in any group is shown under the Edit Membership column.

2. Click Add New Group. The displays:

3. In the Create New Group dialog, enter a name for the group:

4. Complete the other fields as required. You can temporally disable a workgroup by deselecting the Enabled checkbox
5. When complete, click Save.

To edit the workgroup, click on the Edit icon. To edit membership, click the Edit Membership icon (see Add/Remove Group Members).

Add Users to Workgroup

To add users to a group

1. Navigate to Access | Manage Workgroups.
2. Click the Edit icon for the Edit Membership column, to show the current members of this group:

3. Click Find and Add User. Use the Filter options to narrow the list of users.
4. Select the checkbox for the user or users you wish to add and click Add Users to Group.

If a user does not exist, you can create them by clicking Create New User (see To Create & Manage Users.)

5. Click Back to Groups to return to the Manage Groups page.

Note. To remove the member (this does not delete the actual user), click the Delete icon for the user.

Add Workgroup Tags

To add workgroup tags

You can add tags to any workgroup of which you are an administrator. These tags then become available to members of the group. (See Share Information.)

Note. Unlike personal tags, which can be freely added by individual users while editing data and apply only to that user, workgroup tags are a controlled list of shared tags established by a workgroup administrator. They provide a form of 'social bookmarking'.

1. Navigate to Access | Workgroup Tags. All workgroups that you have Administrator rights to are listed.

2. Enter tags into the workgroup fields as required.
3. Click Add Workgroup Tag (or press Enter).

Tags are shown underneath each workgroup, along with their usage (i.e. the number of times they have been used to tag a record).

4. To delete a tag, click the [delete] option for the tag.

Note: Deleting a tag deletes all references to that tag.

Quit Workgroup

To quit a workgroup temporally

This option allows you to exit a group, or relinquish administrator status for a group (other than groups you have created), for the rest of your session.

You might wish to do this to be able to view a database from the perspective of non-administrator end-users or non-users to check what information is available to them.

1. Navigate to Access | Quit Workgroup Temporally.

2. Select either:

• -admin to remove yourself as administrator
• exit to exit as a user of the group

These changes are temporary and are not saved to the database.

3. To restore your normal permissions, log out and log back in.

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