Groups are useful when wanting to send tasks or discussions to more than one person.
Creating a group
You can organise users into groups in Docman and this is done within the settings area of the system. This is accessible from the notification bar at the top of the screen. If you can’t access settings you might not have the correct role assigned so speak to your System Administrator to help you with this.
Choose the User Groups menu item and you’ll see a list of any groups that are already configured in your system. The action to create a new group is at the bottom of the list.
When creating a new group you must make sure that your group name is unique and that you add at least one member to the group.
Adding and removing people from groups. If someone is added to a group, they will see all tasks for that group regardless of when they were added to the group. If someone is removed from the group, they won’t be able to see any tasks for that group. The only exception to this is where tasks have been created with the ‘all must complete’ completion option. This means the tasks will still be present even if the user was removed from the group.
Making a group inactive
You can make a group inactive by using the quick actions available on the group list, or you can change the status of the group within the group profile by selecting the group name from the list. This launches the group profile and you can check the ‘inactive’ status in here. Remember to update before leaving the screen to commit your changes.
It’s a really good idea to keep up to date with the maintenance of the groups for your organisation. If someone leaves your organisation, make sure you make them inactive in Docman so that they are not part of any active user groups.