group_management_v1

Group Management

By default, only 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. Learn more about group creation and sub-group creation permissions here.

Creating Groups

To create a group, you can either go to the Groups tab from the top, or use Site Admin->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. This restriction is enforced even while admin is adding a member to a group.

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
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

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