Groups

NOTE:

To create or manage global groups, the user signed in to Control Center must have the Global role Group Management privilege. See see Global privilege descriptions for more information.

To perform any other operations on this page, the user signed in to Control Center must be a member of the NRTADMIN group.

The following topics are available:

Introduction

Groups are collections of multiple users. Groups can be assigned to workspaces, folders and tabs, and documents, and with a specific access permission. This allows that a precise set of users can be assigned to the same item and all with the same access permission. Groups can be maintained by adding or removing users, or changing the access permission, rather than modifying individual users and their access permission. Users can be member of multiple groups.

For instance, a group can be created for general users containing of literally hundreds of users and assigned to a workspace with view access permission. In the same way, a group can be created for editors containing three users and with read/write access permission for one folder only.

Global groups and library-level groups

Based on your environment, iManage Control Center may display the following Groups menu, which contains the following options:

Figure: Groups menu

images/download/attachments/85080388/image2020-8-3_14-2-12.png

  • Global Management: Use this option to view, manage, and create global groups. Global groups are created and managed independently of any iManage Work library, and changes made to the global group are updated at the global level, and not individually within each library.

  • Library-level management: Use this option to create and manage groups at the library level. Library-level groups are created for a specific library and can be assigned to workspaces, containers, and documents within that library.
    Selecting this option displays a secondary menu where you can select individual Work library:

Figure: Library menu

images/download/attachments/85080388/image2020-8-3_14-4-20.png

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/85080388/Screen_Shot_2019-02-26_at_12.22.26_PM.png

Creating a group

  1. Based on your iManage Work environment, select one of the following options.

    • To create a global group that applies across all iManage Work libraries: At the top of the Groups page, select Global Management, then select images/download/thumbnails/85080388/Screen_Shot_2019-05-14_at_5.40.40_PM.png .

    • To create a library-level group:

      • At the top of the Groups page, select Library-level Management, select the library in which the group should be created, then select images/download/thumbnails/85080388/image2020-8-3_14-42-13.png .
        or

      • At the top of the Groups page, select the library in which the group should be created, then select images/download/thumbnails/85080388/image2020-8-3_14-42-13.png .

    The Create Group dialog box appears.

    Figure: Create Group

    images/download/attachments/85080388/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)

    Enter a unique group ID for this group (string value up to 254 characters).

    Name

    Enter name (string value up to 254 characters).

    Status

    After a group is created, you cannot delete a group. However, you can disable a group if you no longer need it.

    External Group

    This option is available only for library-level groups.

    Designates this group as an external group. By default, external groups have limited permission.

  3. Select images/download/thumbnails/85080388/Screen_Shot_2019-01-08_at_6.44.11_PM.png . The new group gets created.

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/85080388/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 vice 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

To add or delete users from a group, select one of the following options:

  • Kebab menu: Select the images/download/thumbnails/85080388/elipse.png icon adjacent to each group to see this option.

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

To add users to the group:

  1. Use one of the preceding options and select Manage Members. The group's <Group-name> page appears. Select images/download/thumbnails/85080388/Screen_Shot_2019-04-13_at_6.33.54_PM.png .

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

To delete users from the group:

  1. Select the user.

  2. Either right-click and select images/download/attachments/85080388/remove_member.png or on the ribbon bar, select images/download/attachments/85080388/remove_member.png .

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/85080388/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/85080388/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/85080388/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/85080388/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

Assigning users and groups

Users and groups must be assigned to iManage Work items. Items include workspaces, containers, and documents. To assign a user or group, use an iManage Work client, and not the iManage Control Center. Any user with sufficient access permission for the item can make this assignment.

To assign a user or group:

  1. Within an iManage Work client, navigate to the item, and select Show Details. This displays the properties tab.

  2. Select View Security Details in Default Security. This displays the Security details tab.

  3. Select Properties.

  4. Select Add Users/Groups.

  5. Select the users and groups from among the available choices. Multiple selections can be made.

  6. For each user or group, assign an access permission from the security drop-down next to the user or group name.

  7. When complete, select Confirm to save the changes to the users and groups.

To remove a user or group:

  1. Within an iManage Work client, navigate to the item, and select Show Details. This displays the properties tab.

  2. Select View Security Details in Default Security. This displays the Security details tab.

  3. Select Properties.

  4. Select Add Users/Groups.

  5. Select the users and groups from among the available choices. Multiple selections can be made.

  6. For each user or group, select Remove from their access permission of the security drop-down next to the user or group name.

  7. When complete, select Confirm to save the changes to the users and groups.