The Groups feature allows administrators to create and manage a selection of users in the system. Groups can then be assigned tasks to complete, content to access or be set as recipients of notifications.
Types of Groups
There are two types of groups:
Dynamic groups – these are created using filters based on user profile fields, such as employee name, manager, position, department, or location. Users will be included in the group if they meet these filtering requirements. The ELMO system checks dynamic groups daily. Users that meet the filtering criteria will be added to the group and users that no longer meet this will be removed.
Standard groups - this type will allow administrators to manually add specific users to the group. Standard groups must be manually maintained to keep groups lists up to date.
Adding a Standard Group
To create a standard group:
1. Navigate to Administration → General → Groups.
2. Click on Add New Group.
3. Enter in the required group details:
Name: This is the name of the group.
Description: This is a brief description of the group.
Type: This determines if this is either a Dynamic group or a Standard Group. Select Standard.
4. Click Save.
5. A new tab will appear where you can select users to include.
📝 More that one user can be added at a time during this step.
6. Click Add Users when you have made all your selections.
Adding a Dynamic Group
To create a dynamic group:
1. Navigate to Administration → General → Groups.
2. Click on Add New Group.
3. Enter in the required group details:
Name: This is the name of the group.
Description: This is a brief description of the group.
Type: This determines if this is either a Dynamic group or a Standard Group. Select Dynamic.
4. Click Save.
5. A new tab will appear where can configure the Filter criteria which will determine what users will be included in this group. Click on the Filter tab.
6. Once you have defined your filter criteria click Submit at the bottom of the page.
⚠️ By default Dynamic group filters will include both General and Onboarding user accounts if they meet the filter criteria.
You can choose which type this group will apply to in the User type field
All Users: Both General and Onboarding User accounts
System Users: Only General User accounts
Onboarding Users: Only Onboarding User accounts
7. To view the list of included users click the Export Users to CSV button in the top right of the screen.
Editing a Group
To Edit a group:
1. Navigate to Administration → General → Groups.
2. Search for the group.
Select show all, enabled or disabled
Type the full or part name
Click search
3. Click Actions and select Edit.
4. Click the Users tab and add or remove users as required
Disabling a Group
To Disable a group:
1. Navigate to Administration → General → Groups.
2. Search for the group.
Select show all, enabled or disabled
Type the full or part name
Click search
3. Click Actions and select Edit.
4. Click OK to confirm.