Adding a group

About the example

Review the requirements of the groups that need to access the telephone bill reports.
  • Customer service group. Users that belong to the group can open the telephone bill report folder and query documents stored in the telephone bill report application group. When you define the report to the system, add the group to the application group and the folder. Identify a group owner. The group owner can add new customer service users to the group and remove users from the group.
  • Customer XYZ group. Users that belong to the group can also open the telephone bill report folder and query documents stored in the telephone bill report application group. However, you can limit access to documents that contain a specific customer name and account number. When you define the report to the system, add the group to the application group and the folder and specify the necessary restrictions.
  • Users. Add the users that were defined in Adding a user to the groups.

The basics

In general, here is how you work in the administrative client to add a group. See the online help for details.

  1. Choose a library server and select Groups.
  2. Pick one of two ways to add a group.
  3. Define the properties of the group by completing fields in the Add a Group dialog box.
  4. Optionally assign a group owner.
  5. Optionally add users to the group.
  6. Optionally add the group to application groups and set application group permissions.
  7. Optionally add the group to folders and set folder permissions.
  8. When finished, add the group by clicking OK in the Add a Group dialog box.
Note: To add a group, the logon userid must be a user with create groups authority or a system administrator.

Choose a library server

  1. On the left side of the window, click the name of the library server to which you want to add the group.
  2. Expand the areas of the library server. Double-click the server name or click the + (plus) to the left of the server name.
  3. Select Groups.

Two ways to add a group

This section explains how to add a group by using the New Group command. You can also add a group by copying an existing group definition.
New Group command
From the File menu, select New Group to open the Add a Group dialog box.
Copy command
You can use the Copy command to add a group. In the Name list, point to the group that you want to copy and click the right mouse button. Select Copy from the pop-up menu to open the Add a Group dialog box. The fields in the dialog box contain information copied from the group you selected. At a minimum, you need to change the group name. (Group names must be unique to the library server.)

Adding users

You can add one or more users to the group. Complete the following steps to add a user to a group.

  1. From the List of Users list, select the user.
  2. Click Add. The administrative client moves the user to the Users in the Group list.

    To remove a user from the group, select the user in the Users in the Group list and click Remove.

Adding the group

In the Add a Group dialog box, click OK. The administrative client adds the group to the database and returns to the main window.

Adding the customer service group

Use the New Group command to add the group.

  1. First, point to Groups and click the right mouse button. From the pop-up menu, select New Group to open the Add a Group Dialog box.
  2. In the Name field, enter the name of the group: CustomerService. Do not include any blank in the group name.
  3. Accept the GID generated by Content Manager OnDemand.
  4. From the Group Owner list, select the user that can add users to and remove users from the group: CSR1
    Note: The user that you select does not obtain permissions from the group unless you add the user to the group (see step 6). However, a group owner can add their userid to the group at any time.
  5. In the Description field, enter: Access to Telephone Bill Reports; call Leonard Little, x90565, for more information
  6. From the List of Users list, select and add users to the group: CSR1, CSR2, CSR3, CSR4, and CSR5
  7. At this point, the properties of the group meet the requirements. Click OK to add the group.

Adding the Customer XYZ group

Use the Copy command to add the group.

  1. Point to Customer Service and click the right mouse button. From the pop-up menu, select Copy to open the Add a Group Dialog box.
  2. In the Name field, replace CustomerService with CustomerXYZ
  3. Accept the GID generated by Content Manager OnDemand.
  4. Use a system administrator to maintain the group. Therefore, do not assign a group owner. In the Group Owner list, replace CSR1 with *NONE.
  5. Replace the contents of the Description field with: Access to Telephone Bill Reports by Customer XYZ
  6. From the Users in the Group list, remove CSR1, CSR2, CSR3, CSR4, and CSR5.
  7. From the List of Users list, add XYZ1.
  8. Click OK to add the group.