[Collapse]Collaborator 10
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Updated: 12/23/2016 Applies To: Collaborator 10 Rating: No votes Click to rate: PoorNot badAverageGoodExcellent

Collaborator Server > Collaborator Settings

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Groups

Group Administration

User "Groups" is an optional feature that allows you to define groups of users within your organization, so reviews can be associated with a group. Groups can be used to model your organization's hierarchy and/or project assignments. Each group can contain multiple users and can also contain other groups. Each user can be in more than one group. You can specify group administrators who are able to maintain individual groups.

The word "Group" is configurable in the General Settings, so you could change it to "Team", or "Project", or whatever else.

Note: User groups are only supported in Collaborator Enterprise. For a complete list of differences between Collaborator editions, please see the comparison page.

Association With Reviews

If a user is a member of a single group that can be associated with a review, reviews created by that user are automatically associated with that group. If a user is a member of more than one group that can be associated with a review, an additional field is displayed when creating a review:

admin-groups-group-selection

The list of groups to select from is calculated by first creating a list of all groups that contain the review creator as a member. All groups in that list are then checked to see if they are a child group of any other group(s). Parent groups are added to the list recursively.

In the settings for a group there is an option to disallow associating that group with reviews. This is useful for creating groups that are used for reporting or filtering only. When a group and all its sub-groups cannot be associated with reviews, then this group is not displayed in the Group list. When a group cannot be associated with reviews, but some of its sub-groups can be associated with reviews, then the parent group is displayed in the Group list, but cannot be selected.

Associating a group with a review makes it easier to select participants for that review because the Person list can optionally be filtered by group. The filter is calculated by starting with the users that are members of the selected group. If the selected group also contains child groups, then the users that are members of those child groups will also be added. The search for child groups is done recursively.

Restricting Access

Groups can be used to limit access to reviews by setting Restrict Access to Review Content in the general settings. When the group access restriction feature is used, the list of users who have access to the review is calculated by starting with the users that are members of the group that is associated with the review. If that group also contains child groups, then the users that are members of those child groups will also be added. The search for child groups is done recursively. Finally, if the group associated with the review is a child of any other group(s) then the users that are members of those parent groups will also be added. The search for parent groups is done recursively.

Sample Group Hierarchies

It may be difficult to understand how best to use groups based on the rules given above. We have provided a few examples of how they are usually used:

Maintaining Groups

Groups can be created and modified in one of two ways: manually (with the web user interface - see the sections below, starting with Creating New Groups, or with the command-line scripting command ccollab admin group create) or automatically via the command-line scripting ccollab admin group sync command.

"Group Administrators" can be assigned to administer individual groups. A group administrator is a regular (not full administrator) user who can manage a specific group. Group administrators are allowed to create child groups of groups they administer, but are not allowed to create top-level groups.

If you have only a few groups it is easiest to manage them manually. If you have many groups or if you are mirroring them from an external system like LDAP, it is best to manage them automatically using the "sync" command.

The command-line "sync" command interface is provided to make it easy to mirror group definitions in to Collaborator from an external system. The ccollab admin group sync command uses the contents of an XML file (schema) to update Collaborator's group definitions. See the Syncing Groups topic for more information.

Collaborator tracks which groups were created manually and which were defined via ccollab admin group sync. Groups that were defined manually are not overwritten as a result of using ccollab admin group sync. See the Using Groups for Organizational Hierarchy and Projects example to see how this can be useful.

Creating New Groups

admin-groups-detail-create-new

To make use of this feature, first create a title for your group, and click "Create Group".

Group List

admin-groups-detail-group-list

Once a group is created, the group will appear in the Group List. In the Group List, you can edit the configuration details or delete the group by clicking the appropriate link. The Group List also shows the number of reviews associated with the group, whether or not the group can be associated with reviews, whether or not the group is enabled, and any descriptions given to the group. Note group administrators will only see groups listed that they can administer.

Deleting a Group

To delete a group, click the [Delete] link next to the group's title in the Group List. You can only delete a group if it is not associated with reviews. If the group is associated with reviews, you must first associate those reviews with a different group before deleting it; alternatively, you could instead disable the group in order to prevent future reviews from being associated with it.

Group administrators are further restricted to only being able to delete groups that they are group administrators of and that have no child groups. This restriction is to prevent group administrators from indirectly creating top-level groups.

Editing a Group

To edit a group, click on the [Edit] link next to the group's title in the Group List. You will be directed to the "Edit Group" page.

admin-groups-detail-edit-group

Title

Human-readable title for the group, used in drop-down menus and other UI elements. This does not have to be unique across all groups.

Guid

Machine-readable ID for group, unique across all groups. If the group was created using the Web Client, this is generated automatically. If the group was created using the sync command, this ID is supplied in the XML file.

Description

Human-readable description for the group. This is displayed on the "New Review" page when associating a group with a review.

Associate with Reviews

If this is set to "Yes", this group is selectable from the Group drop-down list when associating a group with a review. If "No", this group will be hidden or disabled in the Group list. For an example, see Using Groups for Organizational Hierarchy and Projects.

Review Pool Participant

Specifies whether this group is a Review Pool, that is it could be selected as a participant of a review.

Status

Specifies whether the group is enabled or disabled. Groups can be disabled when they are no longer in use. Disabled groups still show up in reports because reviews may be associated with them.

admin-groups-detail-admins

Group administrators are regular (not full administrator) users who are allowed to administer this group. Group administrators can edit all of the fields of the group.

Group administrators can add or remove group administrators for the group, even themselves, but they can not remove the last group administrator from the group.

Group administrators can add or remove user members of the group. Users that are group administrators may or may not also be regular members of the group.

Group administrators are not allowed to directly edit the list of child groups of the group. If the "Can Create Child Groups" option is enabled for the respective user, group administrator can create new child groups of the group. The group administrator that has created a child group automatically becomes a group administrator of that child group.

admin-groups-detail-child-groups

You can add multiple groups to be children of the group. This may be helpful if a group is constituted by a number of sub-groups. The "group hierarchy" created by Group -> Child Group relationships is important for the associate with review and access control algorithms.

admin-groups-detail-users

Groups can have specifically named member users, or they can automatically contain all users as members. Group membership is important for the associate with review and access control algorithms.

You can also configure which review templates can be used by this group. That is, specify which workflows, sets of roles, rules will become available to group members when creating reviews. To make all review templates available to the group, set the All Review Templates option to Yes. To define a specific list of templates that should be available to the group, set the All Review Templates option to No and move the desired templates to the Current Review Templates list. The Default Review Template setting specifies the initial template that will be chosen when creating review (if set to "None", the first template in the list will be chosen).

admin-groups-detail-templates

Besides, on this page you can create child groups of the selected group:

admin-groups-detail-create-child-group




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