Group creation

What is Group Creation?
Group Creation is the process of defining a member group, either at the Workspace level or the Community level, so that its members can be organized under shared permissions and assigned automatically or manually across campaigns and communities.

Group Creation follows the same process whether performed at the Workspace level or the Community level. Groups created at the Workspace level can be used across multiple communities, while groups created within a single community are limited to that community.

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Role Permissions

1. Workspace Administrator: Has access for creating and managing Workspace-level groups.
2. Community Administrator: Has access for creating and managing Community-level groups.

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Create Group

Selecting the Create Group button opens a pop-up for entering the details required to create a group.

The following fields are entered while creating a group:

1. Group Name: A unique, suitable name for the group.
2. Group Description: Describes the utility of the group.
3. Group Permission: Has two settings:
   1. Allow Group to Submit Ideas: When the group is in use, this setting, selected as Yes or No, determines whether members assigned to the group are permitted or restricted from submitting ideas.
   2. Allow Group to Submit Comments: When the group is in use, this setting, selected as Yes or No, determines whether members assigned to the group are permitted or restricted from submitting comments.
4. Group Visibility: Includes a checkbox for Hide this Group from Leaderboard. Enabling it makes the group private and excludes it from leaderboards in the communities where it is in use.

Selecting the Next button proceeds to the Add Members section of Group Creation.

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Assignment Method

Members can be added to a group using one of two broader assignment methods: Manual or Auto.

Manual Assignment

Enabling this setting offers two options for assigning members manually:

• Import Member from Group: Allows the selection of one or more groups whose members will all be added to the current group.

• Add Member: Allows the selection of one or more individual members to be added to the current group.
  
  
  

Auto Assignment

Enabling this setting offers four criteria for assigning members automatically:

• Email Domain: Assigns members based on their email domain (for example, @gmail.com or @ideascale.com). The Administrator can specify email domains to be auto-assigned to, or blocked from, the group.

• Profile Criteria: Assigns members automatically based on their response to a Member Profile Question and Profile Language. The Administrator can set a single Profile Language as Profile Criteria. 

Selecting Add Criteria opens a pop-up for selecting the Profile Question and its response; selecting the + sign adds multiple responses to the same Profile Question.



Multiple Profile Criteria can be set for the same group using the Add Criteria button, and the Criteria Type checkboxes determine whether members are assigned when they match all of the set criteria or any one of them. 



The trash can icon under Action deletes a criterion.

• All New Members: Assigns all new members joining the workspace, after this setting is enabled, into the group.
• All SSO Members: Creates SSO groups using Member Profile Questions mapped via SSO.

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Frequently Asked Questions

What is the difference between a Workspace group and a Community group?

A group created at the Workspace level can be used across multiple communities, while a group created at the Community level is limited to the community in which it was created.

Can a group use more than one Auto Assignment criterion at a time?

Yes. Multiple Profile Criteria can be set for the same group using the Add Criteria button, and the Criteria Type checkboxes determine whether a member must match all selected criteria or any one of them to be assigned.

What happens when Hide this Group from Leaderboard is enabled?

The group becomes private and is excluded from leaderboards in any community where it is in use.

Can Manual and Auto Assignment both be used for the same group?

Yes. Manual and Auto Assignment both can be used for the same group. 

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Related Articles

• Help article on Workspace Groups

• Help Article on Search Command in Groups