EGSA - What are user groups?

1. What is a user group?

It is a group of users who come together to share an inter-administrative processing file and to be linked to a specific label. This label allows the people who are part of it to be better organized and managed.

2. What is it for?

Groups allow:

• Share files between different people.
• Organize people around a common label or name to facilitate management.

3. Who creates it?

Only the person with the Entity Management permission can create groups; that is, the entity manager.

4. How should you do it?

Create a group by going to:

1. Administration > Services AOC
2. Services AOC > Groups
3. Click the Create Group button

5. How can you add users?

Once the group is created, you can add people to it in two ways:

• Individually
• By importing a file

To add users individually , you can do it in two ways:

• Administration > Services AOC > Groups > Users .
• Administration > Services AOC > Users > Groups .

Select the person and add them to the appropriate groups. You must repeat the process for each person you want to add.

To import users to a group using a file, follow these steps:

1. Access Administration > AOC Services > Groups
2. Select the group where you want to import the users.
3. Press the ... icon > Import users
4. Select one of the files: Users or Unassigned Users . Decide whether you want to import all available users or those that are not yet assigned.
   
   • Users, download an empty template named users-mailbox-example.csv, to fill in with the Identifier (NIF or NIE) and Name (first and last name).
   • For unassigned users, a template named users-mailbox-available.csv is downloaded with all the users who are not in the mailbox; and for each user the Identifier (NIF or NIE) and the Name (first and last name).
5. Download the corresponding template.
6. Prepare one of the templates. Only CSV files separated by semicolons (;) are allowed. Remember to leave the first line unchanged, with the field names provided by default.
7. Upload the prepared file with the import data and you will automatically see it in the list of groups.
8. Review the import summary to make sure everything uploaded correctly.

6. What other actions can you do with groups?

Administration > Services AOC > Groups and you will find actions in two different places:

• From the options icon … in the groups list, you can Export groups if you have already created any.
• After selecting a particular group, go to the group's options icon … and you can:
  • Edit name , to change it.
  • Export users , to have in an archive the users who make up the group.
  • Import users, to be able to add them through a file.
  • Delete group

7. What are your groups?

Any user can see the groups they belong to from:

• Personal space > General > Groups