Setting Up Groups
Before you begin:
- To perform this procedure, your role must include the Manage Users and Access privilege.
- To understand how groups work, read the information provided in About Groups.
CAUTION: Before you set up or change a group, you must select the Default Group Assignment option in the Company Profile page, even if you do not plan to use the default group assignment functionality. If you do not select this option before you set up or change a group, the group will not perform correctly. If that happens, you must delete the group, select the Default Group Assignment option in the Company Profile page, and then create the group again.
If you do not intend to use the default group assignment functionality, but you are using groups to allow users to see merged group calendars, deselect the Default Group Assignment option when you have finished creating the groups, and adding members to the groups. If you later decide to make changes to the groups or group membership, select the Default Group Assignment option again before you make the changes, and deselect it when you have finished making your changes.
Sequence for Setting Up Groups and Importing Users
If you are using groups to apply record sharing, follow this sequence:
- Turn on the Default Group Assignment feature.
- Create groups and assign users to the groups.
- Import your records with the default Owner (user), which will propagate groups to the records.
To turn on the default group assignment option
- In the upper right corner of any page, click the Admin global link.
- Click the Company Administration link.
- Click the Company Profile link.
- On the Company Profile page, click Edit.
- In the Company Settings section, select the Default Group Assignment check box.
- Save the settings.
To set up a group
- In the upper right corner of any page, click the Admin global link.
- In the User Management and Access Controls section, click the User Management and Access Controls link.
- On the User Management and Access Controls page, in the User and Group Management section, click the Public Sharing Groups link.
- On the Group List page, click New Group.
- On the Group Edit page, complete the required fields.
Field
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Description
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Name
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Limit of 50 characters. Required field by default.
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Description
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Limit of 255 characters.
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NOTE: You can rename the group without affecting existing records, since the application uses the underlying group ID to track group records, not the group name. However, your group name needs to be unique within your company.
- Click Save.
- On the Group Detail page, click Add Members.
- On the Group Members page, click the Lookup icons and add users.
Only users who have not been assigned to a group appear on the list. To determine which group a user belongs to, you need to go to that user's Detail page.
- Save the record.
About Changing the Default Group Assignment Setting
If your company decides to no longer use groups, you should follow this sequence before turning off the Default Group Assignment feature:
- Delete all users except for the one you want to be the Primary Owner of the group's records.
- Delete the group.
- Deselect the Default Group Assignment check box on the company profile.
Related Information
See the following topics for related information about groups and sharing calendars:
About Groups
Viewing Others' Calendars
Adding Custom Calendar Views
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