Create a New Group

You can create new groups to distinguish between different groups of people in your organization. Groups can be created based on functional groups, project groups, interest groups or personal groups. You can create groups based on any requirement, which you deem necessary.

A group is helpful for you to communicate a common message, list of tasks, activities, documents, and calendars among a group of people. It is a good practice to give relevant names to the groups to describe the members.

Note: Group administrators must set up group properties before adding users to the group, or main company portal. These settings are the default settings meaning they will only apply to users who are added to the system after the settings are made. If a user is already in the group and changes are made to the default user settings, these changes will not be applied to users already in the group.

Usage Guidelines

To create a new group, follow these steps:

Click the Groups tab on the left navigation bar of the HyperOffice window.
Click the Group Memberships icon. The Active Memberships page appears.
Click the new group button.
The Create Group page appears. Complete the following fields for your group, then click the Create Group button:

Group Name	Type the name of your group. It is good practice to use descriptive names for a group like Administration, Finance, Sales, etc. The group name will be unique for the groups within the company. This is a required field
Password	Specify a password to be used by members when joining this group. The password will make it mandatory to get authorization or information regarding the group, to be able to join the group and authenticates new users. When using a public calendar URL and passwords are required to share calendars for non-HyperOffice users, users are required to enter the password to view the public calendar.
Password (verify)	Type your password in again to verify its authenticity.
Description	The description field stores information about the group. All additional information of the activities of the group and the details of the type of members of the group can be defined in the description of the group.
Mission	The mission of the group defines the objective of having the group. Both description and Mission are useful fields in understanding the groups at a later point in time and also remove complexity of group interaction by removing redundancy.
Members of the group may invite their friends	To enable this option; select the checkbox next to the field. This feature enables members of the group to invite other members to join the group. By default this checkbox is not selected, meaning that only the Administrator/owner of the group can invite other members to join the group.
Member of the group may view all sub groups	When this option is selected, the members of the group can also see all the subgroups. By default this option is not selected.
Members may join only if invited	This option restricts users from directly joining this group. When you want to restrict access to only members you select, you can select the checkbox next to this option. Only when you invite the members to join the group explicitly, will they be able to join the group. By default this option is not selected.
Allow group members to see all members	This option allows the members of a group to see all the other members in the group. By default this option is selected. To active this option, select the checkbox next to the field. One example of where users can see other members is on the group home page by clicking the "view membership directory".
Group has a links section	This option is selected and added by default. When the checkbox is selected, the shared links module for the application is activated for this group. For removing this option, deselect the checkbox.
Group has a contacts section	This option is checked and added by default. When the checkbox is selected, the shared contacts module for the application is activated for this group. For removing this option, deselect the checkbox.
Group has a calendar section	This option is checked and added by default. When the checkbox is selected, the shared calendar module for the application is activated for this group. For removing this option, deselect the checkbox.
Group has a shared documents section	This option is checked and added by default. When the checkbox is selected, the shared documents module for the application is activated for this group. For removing this option, deselect the checkbox.
Group has a chat section	This option is checked and added by default. When the checkbox is selected, the chat module for the application is activated for this group. For removing this option, deselect the checkbox.
Group has a tasks section	This option is checked and added by default. When the checkbox is selected, the shared tasks module for the application is activated for this group. For removing this option, deselect the checkbox.
Group has a voting section	This option is checked and added by default. When the checkbox is selected, the voting module for the application is activated for this group. For removing this option, deselect the checkbox.
Group has a forums section	This option is checked and added by default. When the checkbox is selected, the forums module for the application is activated for this group. For removing this option, deselect the checkbox.
Default User Permissions	Note: Group administrators must set up group properties before adding users to the group, or main company portal. These settings are the default settings meaning they will only apply to users who are added to the system after the settings are made. If a user is already in the group and changes are made to the default user settings, these changes will not be applied to users already in the group. For additional information, refer to the Configure User Accounts topic in this help file. The default user permissions option defines the options you can give to the members of the group for Tasks, Contacts, Calendar, Voting, Links, and Forums. There are five different options that can be selected from the drop-down lists to assign user permissions, they are: Banned from a particular Section: When you select this option for any of the sections, you restrict members of this group from accessing this particular section. Only View a particular Section: Selecting this option for a section will allow viewing permission to the members of the group. The members will only be able to view the information within this section. View and add a particular section: When you select this option, you create a group, giving the members of the group access to adding information as well as viewing information. View, add, edit and delete information from a particular section which the user creates: When you select this option, you give a user complete control of all the information specific to the member within this section. View, add, edit and delete information from a particular section which the user creates: When you select any one of these options, you get complete control of all the information within this section.
Default Permission for Shared Documents	You can define the permissions for shared documents by selecting the checkbox next to the permission you want to assign. By default all the options are enabled for a new group. The different permissions you can assign are: Read: This option will enable members of the group to view the files in the common folder for the group. Write: This option will allow members of the group to create new documents in the shared folder for the group. Delete: This option will allow members of the group to delete files from the common directory Create Directories: This option will enable the members of the group to create additional sub directories within the Shared Documents root directory for the group.
Subfolder Permissions	All subfolders inherit the privileges set by the parent folder. The top level folder permissions cascade down to all folders within it, unless specific folders within the topic level/parent folder have permissions added to them. To add a permission to a specific folder, refer to the Configure Folder Permissions topic in this help file.