Manage groups and folders

Groups and folders are useful for managing access and permissions to objects on the platform, such as training or tests.

In this article:

1. What can I use groups and folders for?
2. Permissions
3. Manage folders
4. Manage groups
5. Dynamic assignment

What can I use groups and folders for?

Use groups to manage user access to selected objects. For example, give a group of newly hired employees access to an onboarding program. 

Use folders to manage permissions of administrators and trainers to view and manage objects in selected folders. As an example, allow health and safety instructors to manage only trainings in the health and safety folder. 

Permissions

• View groups 

To view a group, you need the Users - view or Users - edit object role.

• Edit groups

To edit a group, you need the Administration - edit object groups structure object role. 

• Dynamic assignment

To edit dynamic assignment to a group, you need the Administration - edit object groups structure object role on the entire organization.

Manage folders

Add new folders

1. Go to Manage employees>Employees>Groups and folders.
2. Click on the plus sign, you will find it in the upper left corner next to the page title. 
3. Select Add object folder. 
4. Enter a folder name and description. 
5. Click Create Folder to confirm. 

Add subfolders

1. Go to Manage employees>Employees>Groups and folders.
2. Hover over the selected folder on the list, a plus will appear on the right side.
3. Select Add object folder. 
4. Enter a folder name and description. 
5. Press create folder to confirm. 

Delete folders and subfolders

1. Go to Manage employees>Employees>Groups and folders.
2. Select a folder or subfolder from the list.
3. Click the three dots icon in the upper right corner and select Delete folder.
4. Click delete to confirm. 

Adding objects to folders

In order to add an object to a folder, edit the selected object and go to the Belongs to folders section. Select a folder and save changes. 

Change the name and description of a folder

1. Go to Manage employees>Employees>Groups and folders.
2. Select a group or subgroup from the list.
3. Click on the three dots icon in the upper right corner and select Folder settings. 
4. Change the name and/or description of the folder.
5. Click Save changes. 

Manage groups

Adding new groups

1. Go to Manage employees>Employees>Groups and folders.
2. Click on the plus sign, you will find it in the upper left corner next to the page title. 
3. Select add User group. 
4. Enter a group name and description. If you are using the Org char module, you will also see the option to Show this group and its subgroups in org char, which you can use to display groups in the org chart. 
5. Press Create group to confirm. 

Add subgroups

1. Go to Manage employees>Employees>Groups and folders .
2. Hover over the selected group on the list, a plus will appear on the right side.
3. Select add User group. 
4. Enter a group name and description. If you are using the org chart module, you will also see the option to Show this group and its subgroups in org chart, which you can use to display groups in the org chart. 
5. Click Create group to confirm. 

Delete groups and subgroups

1. Go to Manage employees>Employees>Groups and folders.
2. Select a group or subgroup from the list.
3. Click the three dots icon in the upper right corner and select Delete group.
4. Click Delete to confirm. 

Remember that:

• When you delete a group, you also delete all subgroups. 
• By deleting a group, users may lose access to objects or the permissions that were assigned to that group. 

Add users

1. Go to Manage employees>Employees>Groups and folders.
2. Select a group or subgroup from the list.
3. Click Add users. 
4. In the new window, you can select users. 
5. Click Add to confirm. 

Remove users

Removing an individual user:

1. Go to Manage employees>Employees>Groups and folders.
2. Select a group or subgroup from the list.
3. Click on the three dots in the row of the selected user.
4. Click Delete user and confirm. 

Removing multiple users:

1. Go to Manage employees>Employees>Groups and folders.
2. Select a group or subgroup from the list.
3. Check the box next to the users you want to delete. 
4. Click Delete users and confirm.

Change the name and description of a group

1. Go to Manage employees>Employees>Groups and folders.
2. Select a group or subgroup from the list.
3. Click on the three dots icon in the upper right corner and select Group settings. 
4. Change the name and/or description of the group.
5. Click Save changes. 

Dynamic assignment to the group

Group members can be assigned to groups dynamically, based on rules configured by the administrator that determine which employees should automatically be added (or removed) from each group. This helps to save time and effort in managing the process manually. 

After setting up the rules, the system will regularly check who matches the defined rules and adjust the group members accordingly.

How to add a rule for a dynamic group

1. Go to Manage employees>Employees>Groups and folders .
2. Select the group for which you want to add the rule from the list.
3. Click the Dynamic assignment tab.
4. Click Add rule.
5. Now create the conditions for this rule. For example, if you want this group to consist of everyone with the title of HR Admin: in the Attribute field, select Position, in the Operator field, select Equal to, and in the Value field, enter HR Admin. 
6. You can add more conditions to narrow down the number of employees belonging to the group. 
7. Click Save and confirm. 
8. If you want to create more rules, click Add rule and repeat the above steps. 

Important info

For an employee to be added to the group, they must meet all the conditions in at least one rule. This means that conditions are joined with the AND operator and rules are joined with the OR operator.

After saving the rule, employees will not be added (or removed) immediately. The platform syncs every 30 minutes. During synchronization, the platform checks if there are employees who meet the conditions and should be added, and if there are employees who no longer meet the conditions and should be removed. You can see the date and time of the last sync in the top right corner. 

How to check who will be in the group after saving the rules?

Click the link Who will be in the group? It is located next to the Save button. In the new window, you will see all employees who will be in the dynamic group after saving the rules. Use the search bar to check if a specific employee meets the rules you have created.

What attributes are available

You can currently choose from the following attributes:

• Position
• Date the user was added to the platform
• Date of employment
• Place
• All additional fields
• How to edit a dynamic group rule

Edit existing rules

To edit an existing rule, please do the following: 

1. Go to Manage employees>Employees>Groups and folders.
2. Select the group for which you want to edit the rule.
3. Click on the Dynamic Assignment tab.
4. To add a condition, click Add condition and fill in the required fields. 
5. To remove a condition, click the X symbol to the right of the condition. 
6. Click Save.

Note that making changes to the conditions means that employees added by a dynamic group who no longer meet all the conditions will be removed from the group. 

Delete existing rules 

Delete all rules:

1. Go to Manage Team> Employees> Groups.
2. Select the group for which you want to delete rules.
3. Click on the Dynamic assignment tab.
4. Click Delete rules.
5. Confirm the deletion. 

The rules will not be deleted immediately, but during the next synchronization. Until then, you will see Cancel Delete in the upper right corner. You can click this button to restore the rules. Then the changes will not be made in groups.

Delete one rule:

1. Go to Manage Employees> Employees> Groups.
2. Select the group for which you want to delete rules.
3. Click on the Dynamic assignment tab.
4. Delete all conditions in the rule by clicking the X to the right of the condition.
5. Save Changes. 

Remember that deleting all rules means that employees who were added because they met the conditions specified in the rule will be removed from the group. 

What happens to employees who are not added via dynamic groups?

Group members added to the group manually or via import are not subject to the rules created for the dynamic group.