Documentation

How to create group pages

How to create a new group page

Use these instructions to set up a group page where team members can share information and collaborate. A group page includes members, a group email list, the option to enable a group content subscription and all the standard collaboration features of ThoughtFarmer intranet pages.

Select Group page type in edit mode

To set up a group you first need a basic intranet page. You can either use an existing page or create a new page to be the group landing page.
  • Step 1a: To create a group from an existing page, navigate to that page and click "Edit" to go into edit mode. OR
  • Step 1b: To create a group from a new page, navigate to the location where you want to add a group and click "Add" to go into edit mode.
  • Step 2: Once in edit mode, click the grey page type dropdown to the right of the page title and select "Group". When you do this, several new options will appear on the page.
6.5User7926GroupOptions.png
  • Step 3: Select the most appropriate "Group type" from the dropdown list on the left (see below for an explanation of group types).
  • Step 4: Select either "Open" or "Managed" for the membership type (see below for an explanation of the difference).
  • Step 5: Add group members, starting with yourself. See complete instructions on How to add & remove group members (including how to sync group membership with an Active Directory security group or email list from MS Outlook, with help from your intranet administrator).
  • Step 6: (optional) Click "Edit address" to add location/contact information for the group. Click "Done" when you are finished.
  • Step 7: (optional) Add a center column content subscription if you wish to show news on the group page and feed it into personalized homepage news feeds of group members. (See complete instructions on how to set up content subscriptions on a group page.)
  • Step 8: (optional, 7.1.0 only) Enable email Discussion Capture - you will need your intranet administrator to do this. See complete instructions on how to set up email Discussion Capture (7.1.0).
  • Step 9: Continue editing or click "Save" or "Publish" at the top of the page.

Difference between "Open" & "Managed" membership

On a group page you can either allow anyone to join the group with just a click or you can control exactly who the members are.
  • Open - anyone can join: When membership type is set to "Open" anyone who can view the page can join by clicking the "Join group" button on the group landing page. Members can leave by clicking "Leave group" on the landing page.
  • Managed - edit permission required to add/remove members: When membership type is set to "Managed" members can only be added or removed by people who have edit permission for the group page.
  • Closed - membership is synced with an Active Directory group: Closed membership can only be set up by an intranet administrator. When membership type is set to "Closed" membership is synchronized with an Active Directory security group or Outlook email distribution list. Changes to the group in Active Directory will result in automatic changes to the group membership. 
NOTE: Changing membership doesn't change security settings. Group membership is controlled separately from security settings. Adding colleagues as members of a group will not also give them edit permission on the group. See complete instructions on how to change permissions to view & edit.

"Group Types" enable searching people & groups

"Group types" are categories of groups, the most common being Group, Location, Department, Team, Project, Business Unit. These six group types are included in your ThoughtFarmer intranet by default, but your intranet administrator may have changed them or added others.

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The People Directory & Groups Directory use "Group Types" as search filters. By selecting the right type for your group you ensure it will show up under that category in relevant search results. Profile pages show a list of groups that a user belongs to, divided into sections by group type.

7.0User9809GroupFilters.jpg

Create an office/location by entering address info

Office pages are simply group pages that include a physical address. Office/location pages are particularly helpful because they allow people to narrow down People Directory search results by geography.
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To create an office page simply follow the above steps for creating a group page and do Step 6 to add the office's physical address.

Convert group back to normal page

You can convert a group page back to a normal page just as easily as you created the group.

Simply edit the group page and choose "Page" from the grey page type dropdown to the right of the page title. Then save the page.

When you save the page, all group features will be lost including the list of group members, the group type, sync with an Outlook email list, etc.
 

Hot intranet tip!

Tag your group page so people can find it

Colleagues may come looking for your group in order to find information they need or to connect with group members. Add tags with useful keywords to your group landing page so people can find your group more easily.

Ask yourself this question to come up with good tags: What words would I use to search for this group page six months from now?

For every word or phrase you might use to search for the group, add a tag to the group landing page.