Admin | Groups

Understand how to administer Groups

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Topics

 

Groups | Purpose

Groups can be used as folders to organize projects with the additional option to limit visibility.

Groups | Organize Projects and Not Restrict Visibility

Groups can be used to organize projects, e.g. by Project Type, and not restrict visibility.

  • In this example, projects are organized by Project Type using the following Groups: Not Project Specific, Project Type 1, 2, 3, and Templates. None of the groups have restricted visibility so everyone on the site can see all groups and their projects.
    Admin - Groups - 1 - Folders by Project Type
  • All projects are assigned to a group. Note: a project can only be assigned to one group.
    Admin - Groups - 2 - Projects assigned to Groups
  • In Playbook, the projects are organized by group and users see all groups and their projects.Admin - Groups - 3 - Projects in Playbook organized by Group
  • Groups can be any attribute, for example, Project Type, Location, Business Unit, etc. 

Groups | Organize Projects and Restrict Visibility

Groups can be used to organize projects, e.g. by Location, and restrict visibility.

  • In this example, there are five groups: Location 1, 2, 3, Not Project Specific, and Templates and Location 1, 2, and 3 have Restricted Visibility (indicated by a checkmark).Admin - Groups - 4 - Folders by Location
  • Project 1 is assigned to Group Location 1, Project 2 is assigned to Group Location 2, and Project 3 is assigned to Group Location 3.
    Admin - Groups - 5 - Projects assigned to Locations
  • In this example, John is assigned to Project 1 in Group Location 1, and not assigned to any projects in Groups Location 2 or 3.Admin - Groups - 7 - John Johnson assigned to Projects
  • He also sees projects in groups with unrestricted visibility, for example, Misc. Other in Group Not Project Specific.
  • In Playbook, John sees the projects as shown below. He doesn't see Project 2 or Project 3 because they are in a group with restricted visibility and he isn't assigned to either project.Admin - Groups - 6 - Projects in Playbook organized by Location
  • He does see projects in groups with unrestricted visibility, for example, Misc. Other in Group Not Project Specific.

Groups | Creating

  • To create a Group...
    Admin - Groups - 8 - Create a group
  • The Pencil icon is used to Edit and the Trash Can icon is used to Delete.

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