Add or edit a group

You can add or edit a group in the digital workplace to help organize users and their access to content and sites. Users can belong to multiple groups with different assigned roles and access permissions, changing their ability to view and modify the digital workplace. There are two types of groups you can create:

  • Dynamic groups: Allow you to automatically add or remove users from the group based on rules. 
  • Static/Fixed groups: Allow you to manually add or remove users to the group. Additionally, these groups can be used with Bulk User Upload and SCIM features for user management. 

Considerations

  • Access permissions: A group must be assigned a role with access permissions to a site before its users can access the site or the site's content. 
  • Dynamic group rules: Adding no more than 5 rules to a single group's query is recommended.

Who can do this?

  • Workplace administrators

Add a group to the digital workplace

  1. On the Top Bar, select Admin Settings.
  2. Under Administration in the left side panel, select Groups. 
  3. Select Add New Group. 
  4. Enter the group's details: 
    • Group Name: Enter a unique group name. It must be between 1 and 100 characters of text. 
    • Description: (Optional) Enter a group description. 
    • Group Type: Select Dynamic or Static/Fixed. If you select Dynamic, you must complete the Dynamically include users who match these rules field. 
    • Dynamically include users who match these rules: (Optional) Add rules to govern the group's membership by selecting values from the dropdowns. See the Create dynamic group rules section for instructions. 
  5. Select Create Group.

Once a group has been created, you can add users for Static/Fixed groups. Afterwards, you can assign access permissions for any group. 

Edit a group's details

Editing a group's details does not remove the access permissions assigned to the group. If updated, the group name will cascade to any associated access permissions. You cannot change a group's type after it has been created. 

  1. On the Top Bar, select Admin Settings.
  2. Under Administration in the left side panel, select Groups. 
  3. Use the search box to search for the group to be edited, or scroll through the list to find the group. 
  4. Next to the group, select Menu, and then View Details. 
  5. Next to the group name in the table, select Edit. 
  6. Update the group's details: 
    • Group Name: (Optional) Enter a unique group name. It must be between 1 and 100 characters of text. 
    • Description: (Optional) Enter a group description. 
    • Dynamically include users who match these rules: (Optional) For dynamic groups only. Edit the rules to govern the group's membership by selecting values from the dropdowns. See the Create dynamic group rules for instructions. 
  7. Select Update group. 

Create dynamic group rules

Dynamic group users are sorted into groups using rules that can be adjusted for each group. You can build rules by selecting three components from the dropdowns during the group creation process: 

  • A profile field
  • An operator
    • Equals / Does not equal (Available for all fields)
    • Greater than / Less than / Greater than or equal to / Less than or equal to  (Available for Date and Number field types)
  • A value to be matched on

For example, for a group of users who speak French, the rule would look similar to this: 

Dynamic rule where languages equals French.

You can also add Boolean operators (AND / OR) rules to craft a more refined query. For example, for a group of users who speak French and Spanish, you can have two rules that look similar to this:

Dynamic rule where languages equals French and Spanish.

Supported field types include: 

  • Text
  • Date
  • Number
  • Checkbox
  • Dropdown
  • Radio button

The following profile fields are not available for matching in dynamic groups: 

  • Google Chat
  • Identity Provider ID
  • LinkedIn
  • Slack
  • Teams
  • Username

Adding no more than 5 rules to a single group's query is recommended. Once you have configured the rules for a group and saved the group, Igloo Flex will automatically run a matching query to add users. After the query runs, you can see the number of users added to the group on the group's detail page. You can adjust these rules at any time to change the group membership. Later, when users' profile data is updated, they will be removed or added to dynamic groups based on the rules configured for each dynamic group.

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