Adding a Group

The information in this topic relates to the new Groups functionality that was introduced with LearnCenter Release 14.6 in August of 2012. If you are looking for help with the classic Groups functionality, refer to Classic Groups.

You can add new Groups. You can manually add Users to them, or set up dynamic criteria so that LearnCenter automatically adds Users or training to the Group.

On the ControlPanel:

1. Click  on the Users menu to expand it.
2. Click Groups.
3. Click Add Groups.

4. Type a Name for the Group.
5. Type a Description for the Group.

6. Add or remove a Group Owner as needed. By default, you are the initial owner of the Group since you are creating it. You can add other owners to help you share the responsibility for managing the Group. You can also remove yourself as owner if you are creating this Group for someone else to manage. Any LearnCenter member can be a Group owner. They do not have to be members of the Group. In fact, they may be people you have purposely excluded from the Group. The only requirement is for you to grant the appropriate Groups User Permissions to anyone you give ownership of the Group.

LearnCenter co-owners are implicitly owners of all Groups, but will not be listed in this list.

7. Click the Only allow Owners to Edit Group check box to indicate that only Group owners (which you indicated in the previous step) have the ability to make changes to the Group properties.
   
   or
   
   Clear the check box to indicate that all Users who have the appropriate Groups Users permissions can edit the Group.
8. Select one of the following for Status:
9. Active - to make this Group available for use.
10. Inactive - to make this Group inactive until you are ready to make it available for use.

9. (Optional) Click Add to map this Group to a Category.
10. Select one of the following for Self Service. This field works in conjunction with the Groups dynamic object. What you select here will determine whether Users can join Groups if you provide the option to join on the dynamic object.

• Closed (Users cannot join, they must be added by Group owners or supervisors). This means Users will not be able to request to join or automatically join this Group if it is visible on the Groups dynamic object. This is the default option. (Classic functionality had closed Groups.)
• Open - Approval Needed (Group owners or supervisors must approve Users to join Group). Users can request to join the group but are not granted membership right away. A Group Owner or Supervisor who has the Manage Groups User Permissions must approve the request first.
• Open - No Approval Needed (Any User can join). Once Users click on the Groups dynamic object, they are immediately admitted to the Group.

11. Each Group is required to have a unique code. You can keep the default code generated automatically by LearnCenter, or optionally type a new Code for the Group. Once you click Save, the code can no longer be edited. The code can be alphanumeric and up to 255 characters in length.
12. If you created any custom fields for Groups, they display on this page. Complete them as appropriate.
13. Click Save.
14. Click the Dynamic Criteria tab. This is where you will indicate filter criteria to have LearnCenter dynamically add Users to the Group. See Automatically Adding Users to a Group - User Profile Criteria and Automatically Adding Users to a Group - Training Item Criteria for detailed instructions on using this tab.

15. Click the Users tab. This is where you will manually add Users (static membership) to the Group. You can also use this tab to approve or deny requests to join groups and to exclude Users from being automatically added to the Group. See Manually Adding Users to a Group, Approving or Denying User Requests to Join a Group, and Excluding Users from a Group for detailed instructions on using this tab.

16. Click the Sub Groups tab. If this Group contains sub Groups, they are listed in the Sub Groups section. See Adding a Sub Group for detailed instructions on using this tab.

17. Click the Mappings tab.

18. Use this tab to indicate the Learning Plans, Job Profiles, or Skill you want LearnCenter to automatically map to Users as they become members of the Group. See Adding a Group for instructions on using this tab.
19. Click Save to save all of your changes.

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