Groups

Groups are lists of multiple users. They are a collection for assigning identical access privileges to certain documents, workspaces, or folders to the group members. For example, if a group has access to a document, all users in that group can access the document.

Figure: Groups list view

images/download/attachments/61279423/image2020-2-6_8-36-33.png

iManage Control Center cloud has the following options in the Groups drop-down list:

  • Global Management: Use this to manage the global settings for your users' groups.

  • Library-level management: Use this to manage aspects of the users' groups at a library level. For example, you may want to prevent groups from accessing content in one library while they still have access to other libraries.

The group list changes depending on the environment (cloud or on-premises) you are connected to. For instance, if you are connected to iManage Cloud, you see cloud-specific groups. On the header, you see the Groups drop-down list that lists the Global Management and Library-level management options.

  • Choose Global Management , to create groups at global level. When you choose this option, you see Create Global Group button on the header.

  • Choose Library-level management , to create groups at library level. When you choose this option, you see library drop-down list, filter by drop-down list (enables you to filter by External or Status), and Create Group button on the header.

NOTE:

The Groups drop-down list is not applicable for on-premises environments.

Searching for groups

On the ribbon bar, you see the following Search option. Use this feature to search by group name or group Id.

Figure: Search field

images/download/attachments/61279423/Screen_Shot_2019-02-26_at_12.22.26_PM.png

Enabling or disabling groups

Single Group

This option is used to add users to the group. It is available on the:

  • Ribbon bar: Select a group to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61279423/elipse.png icon adjacent to each group to see this option.

  • Context menu: Right-click the group to see this option.

Use one of the preceding options and select Enable or Disable. If the group was enabled, the Disable option appears and vice versa. The confirmation message box appears only when you disable a group.

Multiple Groups

This option is available on the ribbon bar.

  • Select groups and then select Enable or Disable: This option appears when you select groups with similar status. For example, if you select groups with status Disable, the Enable option appears on the ribbon bar and vise versa.

  • Select groups, select Status filters, and then choose Enable or Disable: This options appears when you select groups with dissimilar status.
    The confirmation message box appears only when you disable a group.

Managing Members

This option is used to add users to the group. It is available on the:

  • Kebab menu: Select the images/download/thumbnails/61279423/elipse.png icon adjacent to each group to see this option.

  • Context menu: Right-click the group to see this option.

  1. Use one of the preceding options and select Manage Members. The group's <Group-name> page appears. Select images/download/thumbnails/61279423/Screen_Shot_2019-04-13_at_6.33.54_PM.png .

  2. Either select members you want to add to the group or look for particular members using the Search field, and click Add. The members get added to the group.

    NOTE:

    To remove members:

    • On MEMBERS tab, select members, and either right-click and select images/download/attachments/61279423/remove_member.png or on the ribbon bar, select images/download/attachments/61279423/remove_member.png .

Creating a group

  1. Select images/download/thumbnails/61279423/Screen_Shot_2019-05-14_at_5.40.40_PM.png . The Create Group dialog box appears.
    Figure: Create Group
    images/download/attachments/61279423/Screen_Shot_2019-05-14_at_5.42.41_PM.png

  2. Enter the following group information.


    Table: Group information

    Field

    Description

    Group ID* (Mandatory)

    Groups enable you to create and manage set of users with identical access rights for accessing iManage Work documents.
    Enter group ID (string value up to 254 characters).

    Name

    Enter name (string value up to 254 characters).

    Status

    Enabled by default. After a group is created, you cannot delete a group. However, you can disable a group if you no longer need it. Adds the group to Access Control Lists on documents or containers.

    External Group

    Disabled by default. Designates this group as an external group. By default, external groups have limited privileges.

  3. Select images/download/thumbnails/61279423/Screen_Shot_2019-01-08_at_6.44.11_PM.png . A new group gets created.

Editing a group

This option is available on the:

  • Ribbon bar: Select a document to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61279423/elipse.png icon adjacent to each document to see this option.

  • Context menu: Right-click the document to see this option.

Use one of the preceding options to edit the group. Alternately, select the group, this navigates you to DETAILS tab, select images/download/thumbnails/61279423/Screen_Shot_2019-01-07_at_12.42.14_PM.png to edit. The following Edit <Group_name> dialog appears.

  1. Edit the required details. For more information about the field description, see Table: Group Information section.

  2. Click Save.

Copying a group

This option is available on the:

  • Ribbon bar: Select a document to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61279423/elipse.png icon adjacent to each document to see this option.

  • Context menu: Right-click the document to see this option.

  1. To create a copy of the existing group, use one of the preceding options and select Copy.

  2. Enter a group Id. You must provide a different Group ID to create a copy.

    NOTE:

    In case you forget to enter the Group ID and click Create, it displays an error message.

  3. Select Create.

Viewing group details

It is available on the:

  • Ribbon bar: Select a document to see this option on the ribbon bar.

  • Kebab menu: Select the images/download/thumbnails/61279423/elipse.png icon adjacent to each document to see this option.

  • Context menu: Right-click the document to see this option.

  • Clickable link: In the Name column, select a group.

Use one of the preceding options to view the group details. You see the following details:

  • Group ID

  • Group Name

  • Group Number

  • Status

  • External Group

  • OS Type

  • Domain

  • Sync Id

  • Last Sync Date

  • Group Distinguished Name

Enabling or disabling filters

This option is available on the ribbon bar only if you select more than two groups.

Options

Description

Disable

Disables the selected groups

Enable

Enables the selected groups