Creating & Editing User Groups
User groups are used to group user accounts together in the system. They can be used for a number of reasons including:
- Submitting artwork to users in a group (ie marketing team);
- Showing approval checklists to users reviewing artwork;
- Showing a set of specific users in a custom brief dropdown list (chat to admation about setting this up);
- Sending group messages;
- Forwarding artwork to users in a group;
To create User Groups in admation, head to the Admin bar at the top of your screen. A user will only see the admin button if they have specific permissions.
Click User Groups.
If you'd like to create a new user group, click New User Group on the right hand side of your screen . You may also edit an existing user group from this screen by clicking the pen icon to the right of this screen.
Naming Your User Group
Type the name of the new group. Then write out an optional description if you'd like to communicate what the group will be used for. A user group description won't show anywhere other than the admin section.
Add Users to a User Group
From the above screen, click Edit Users to select users out of the system.
By default, you'll see a list of admation users from your company. You can also use the tabs to toggle between existing system user groups or external users.
To add an individual or existing user group, click the green arrow icon. All users in the selected group will show on the right hand side of the screen. Repeat these steps as needed. You can also remove users from the right hand side of the screen if you've added them by mistake, by clicking the red x icon . click Done once you're finished!
Selecting a User Group Type
The group type is used categorise your group and to show specific checklists. It is selected from a pre-defined dropdown. If you don't have options in this list, you will need to set up user group types first.
Once you're happy with your selections click Save.
Choosing a Default Approval Option
Groups can be used on approval workflows. When they are, you may have the options to choose how many people in the group need to approve it, in order for the response to be valid. This is done using the ANY and ALL options. Whilst you can choose an approval option when you are submitting for approval, you can also configure a default option in this radio-button section.
- No default.
- All. Every user in the group will need to review and approve work when it is selected in a workflow.
- Any. A single person in the group can review and approve the work on behalf of everyone else when it is selected in a workflow.
Deleting User Groups
To delete an existing user group, go to User Groups.
Then select the checkbox to the left of the item/s you'd like to delete. Then click the greyed out delete icon at the top of your screen. Even though it's greyed out, you'll still be able to delete the items. Follow the prompts to confirm your selection.
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