Group Management

By default, only Site administrators are allowed to create Groups. But this permission can be opened to all users as well by enabling Allow group creation by all users option from Site Admin->Site Details->Security tab.

Group Structure - Groups can be setup in a hierarchical structure please refer to Learn more about group creation and sub-group creation permissions here.

Group Administration - Group members management can be delegated to group administrator. Group Administrator permissions can be controlled on various levels for user management, course enrollments and review progress/reports etc.

Creating Groups

To create a group, use Groups >Create Group menu.

Group Access

Each group can have following properties to restrict its access

  • Publicly Viewable - this property controls whether or not the group will be visible to users who are not yet members of this group
    • On - group is visible to everyone
    • Off - group is visible to only members
  • Membership - this property controls how users would become the member of the group
    • Open to all - any user of the site can join the group themselves. Group owner/admin can also add members directly
    • By request - any user of the site can request membership of the group, which group admin/owner can approve or reject. Group owner/admin can also add members directly
    • By invitation - only group owner/admin can add or invite users

Group Email

If group email is specified, notifications sent to this group (ex through inbox or automated notification emails) would go to this email. It is expected that multiple people would have subscribed to this email. For ex people in sales department who are subscribed to email sales@acme.org would all get notified when email is sent to this address.

Allowed Email Domains

This field allows you to specify (optional) comma separated email domains which every new member of this group must have in order to become a member of the group. 

Group Editing Permission 

By default site administrators and group administrators can edit group basic information but that can be allowed to site admins and group owner only using 'Lock group editing' option. 

Group Options

Group owner can lock the group options to be updated by him/herself only by enabling the Lock option. As there are many options in the group, its good idea to use the group templates and use the templates to get consistent options set in multiple groups you create.

 

Group options allow enabling or disabling optional features of the group.

 Features 
 Profile  Enables Profile Sections for the group which allows you to create customized information blocks (panels) to show in Overview tab of group
 Calendar  Enables calendar for every group member. The calendar would have events which are only part of this group
 Course Session  Enables Course Session tab which lists the sessions running in this group
 Program  Enables Programs feature for the group (provided Program feature is enabled in the site)
 Test  Enables test tab to show authorized tests in the group, authorized tests can be taken anytime by the group members
 Course  Enables course tab to show authorized courses in the group, authorized courses which are previewable can be launached anytime (without tracking) by the groups members
 Event  Enables event feature for the group, events can be used to schedule offline activities as well as online exams and surveys
 Forum  Enables Forum feature
 Resources  Enables resources feature for the group which allows group members to contribute news and articles (like wiki)
 Poll  Enables Poll feature
 Members  Enables non group admins to view Members tab
 Comment  Enables members to post updates from the Overview tab
Leaderboard Enables leaderboard panel that is shown on Group's overview tab.
Roles Allowed
Learner Users with learner role in the site, can join the group
Instructor Users with instructor role in the site, can join the group
Access Control
Allow non members to post comment Non group members can post updates for the group
Allow non members to view information Non group members can view group updates, forum postings, news and articles of the group
Allow self leave Allow users to unsubscribe from the group
Learners can add/edit resources Allows learners to add / edit group resources (articles, files, news, links). Group admins and instructors are always allowed
Learners can add forum posts Allows learners to add new topic / reply to topics in forum. Group admins and instructors are always allowed
Learners can create poll Allows learners to add new polls in the group. Group admins and instructors are always allowed
Learners can create sub-groups Allow learners in the group, to create sub-groups. For this to work, group creation by all or sub-group creation option must be on in microsite's security. Read more about it here
Automated Actions
Auto Subscribe members to course sessions Enrolls all group members to all newly created course sessions. Also, if a new member joins the group, they would get automatically enrolled in all currently active course sessions in the group
Auto Subscribe members to events Enrolls all group members to all newly created group events. Also, if a new member joins the group, they would get automatically enrolled in all currently active/in-progress events in the group
Auto Enroll members to All programs Enrolls all group members to all active program sessions.
Auto Enroll Site Users in this group Add users to this group automatically. If the group's access type is open, membership of the group would become active immediately when user self signs up for an account. If the accessType is by invite, it would be in pending status (till group admin approves it).
Email Notifications
Block All emails for activities in this group

Turns off all emails for group collaboration activities and course session related activities.

 

Block All Course/Program/Event enrollment emails Turns off all subscription emails (learners added to course session, event, program, assignment) for course sessions, programs, events created in this group.
Send forum updates to Group Admn and topic participants only Prevents forum emails to go to all group members especially if group has large number of users. Topic initiator and others who reply to the topic besides group admins are still notified if this setting is turned on.
Send resource comments Group Admn and resource's author only Prevents new comment emails (for articles, news, files, links) to go to all group members especially if group has large number of users. Resource author and others who had added the comment on this resource besides group admins are still notified if this setting is turned on.
New Topic Generate email to all members, when a new topic is posted in the forum of this group. This setting also controls email notification for all course sessions in the group.
Topic Reply Generate email to all members, when a new topic reply is posted in the forum of this group. This setting also controls email notification for all course sessions in the group.
New Poll Generate email to all members, when a new poll is created in the group
New Event Generate email to all members, when a new event is created in the group.
New Resource Generate email to all members, when a new news or article is posted in the group. This setting also controls email notification for all course sessions in the group.
New Status Update Generate email to all members, when a new status update is posted in the group. This setting also controls email notification for all course sessions in the group.
Sends Email to Admin upon New User Self Joining

If the group allows self joining (Membership type is Open), this option enables email notification to group admin(s) when the a user joins the group.

This is also useful in cases when Group drop down is enabled in the signup page to allow users to pick their group upon signup, and group admin wants to get notification when a new user picks up their group from the drop down.

Send Confluence URLs in Emails Use this option when you are using Gilly and learners would be accessing the exams and course sessions from within confluence. Enabling this option will cause URLs send in enrollment emails to be confluence specific rather than direct URL of the microsite, because learners are likely to access the exam or course from within Gilly. In additon to enabling this option in the group, you must also have confluence's base url specified in site's custom properties using CONFLUENCE_URL property name. This is described here in the Gilly specific article
Resource Comments Sends email when a comment is added for any resource in the group
Weekly Summary Enables weekly summary email for the group. This email is sent automatically to each member of the group. The email consists of all activities that happened in last week (activities that show up in Overview tab.. e.g. Forum updates, Resources added, Polls created etc). Summary report is sent only if the feature Site Reports by Mail is on, and email type WEEKLY_ACTIVITY_REPORT is enabled (from email settings).

 

 

 

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