Subgroups

Subgroups have been designed in Clinked for content rather than hierarchical purposes. This functionality can be used to swiftly share content from a designated main group where content is managed (added, updated or deleted) to associated subgroups.

It is useful to employ when multiple groups within your portal require repetitive content (notes, files, folders, tasks, events & discussions) to be added, updated or deleted. Account Administrators ("Super Admin") can use this functionality to more easily create and manage content through using a main group to hold content that is shared immediately to the associated subgroups rather than having to enter content into each subgroup individually.

Setting up and maintaining this content structure is easy for an Account Administrator ("Super Admin"). Associated subgroups will be shown in the main group's home page in the top right corner where the full list is available for maintaining. In addition, the assigning of a subgroup can be completed in the group settings and adjusted at any time by the Account Administrator ("Super Admin") or Group Administrator.

This article will cover the following:

 

Who can create a subgroup?

The member types with the capabilities to manage subgroups within the portal are the Account Administrators and Group Administrator. Other member types will not be able to manage the subgroups.

The Account Administrator can create subgroups from the main dashboard, whereas the Group Administrator can from within a group.

 

How to create a subgroup

First, decide the group that will be the main group for this subgroup. After this, you can set a subgroup by either:

  1. Setting an existing group to be a subgroup
  2. Creating a new group & setting it as a subgroup

Option 1: Set an existing group to be a subgroup

To set an existing group as a subgroup navigate to your group homepage and select 'Settings' as you can see circled below in this image.

 

Once you have selected this button, you will be taken to your group settings. Select the checkbox for "This is a subgroup of: " then use the "click to select" blue text to be navigated to a window showing all the groups available to choose as a main group.

 

 

Find the main group you want this subgroup associated to by scrolling through or using the filter by name bar. When you've found the group, click in the white space to the right of the group name to highlight the group and click 'select'.

 

When your back in group settings, choose to change the default content sharing (see below section of additional settings) or navigate to the bottom of the page to finish your selection and select 'Update'.

 

Option 2: Create a new group & assign it to be a subgroup

An Account Administrator can create a new group and assign it as a subgroup upon setup. To do this, go to the main dashboard and press the green 'New Client/Group' button as shown below:

image_H.png

Take the steps to create the group. To assign as a subgroup, select the checkbox for "This is a subgroup of: " then use the "click to select" blue text to be navigated to a window showing all the groups available to choose as a main group.

image_z.png

Find the main group you want this subgroup associated to by scrolling through or using the filter by name bar. When you've found the group, click in the white space to the right of the group name to highlight the group and click 'select'.

 

When your back in group settings, choose to change the default content sharing (see below section of additional settings) or navigate to the bottom of the page to finish your selection and select 'Update'.

 

Additional settings for sub-groups 

When assigning a subgroup, it is important to understand and select how the content will be shared from the main group to the subgroup. The settings can be viewed and adjusted from the default settings in the subgroup's Group Setting. Review upon setting up the subgroup or in the group settings at any time.

All subgroups have the following default settings for content sharing until changed:

Screenshot_2020-09-17_at_09.52.04.png

To adjust these settings, open to the subgroup's settings and navigate to the 'click to select' test to reveal a cog icon (see below):

 

Screenshot_2020-09-11_at_16.51.22.png

 

This will open the configuration window where the content share settings can be adjusted by Group Tools section or Other section.

The Group Tools section controls how to enable content sharing and control the content changes

  • Enabled - check this box for each content type (i.e. Files/Folders, Notes, Discussions, Events or Tasks) you'd like to share from the main group to the subgroup. 
  • Changes - choose for when content is added to the main group how it will be changed on the subgroup. There are different choices depending on the content type so review before deciding. Below is an example of the changes for Files

Screenshot_2020-09-11_at_17.02.38.png

You will have various options (as pictured above) for the changes being carried across the groups. The 4 options are:

  • Create, Update and Delete
  • Create, Update
  • Create, Delete
  • Create only 

For instance, if you select 'delete' options, content deleted in the main group will also be deleted in the sub-group. However, if you did not want folders that were deleted in the main group to also be deleted in the sub-group you could select- 'Create only' or 'Create, Update'. 

The Other section allows for members of the main group to be made members of the subgroups so that assigned tasks and events will carry over from the main group to the subgroup as shown below. This option is not enabled on default, therefore, you'll need to select this option upon assigning or creating the subgroup. 

configuration_members.png

To commit your select, click on 'Update'

 

Managing Subgroups

Once a subgroup has been assigned to a main group, the assignment can be viewed in the main group.

When in the main group, there will be a button in the top right corner of the group section to the right of the 'Settings' button. Click the 'Subgroups' button as circled below to access the subgroup area.

 

 

The subgroup area will show a list of all the subgroups assigned to this main group. Here you can select the subgroup name to navigate into the group or use the search bar option if you have many to search.

How file uploading works between the main and subgroup 

When you add content (i.e. files, folders, notes, tasks, events) in the main group it will automatically carry over into the subgroup depending on the content sharing settings. This will be automatic for all content if you have not changed the additional settings when assigning the subgroup. Folders are duplicated one way down from the main group to the subgroup - meaning when content is created in a subgroup it will not appear in the main group. 

Here is an example of how this works:

Firstly, create a new folder in the main group, e.g. as below we have created a 'compliance docs' folder within the main group 'Webster Properties'.

 

Peak image 1

 

Then, navigate to 'Subgroups' in the top right-hand corner as circled. Click on this to get the subgroup list. Then select the sub-group e.g. 'East Anglican Electrical's Ltd'.

 

Peak- image 2a

 

Once in the subgroup navigate to the Files section- you will then see that the 'Compliance docs' folder has been carried across from the main group.

 

peak- blog image 3

As an additional example, changes made to Notes in the main group will automatically be updated in the subgroup.

Alongside the example of a file and note, the additional content types of folders, discussions, events and tasks will be carried across from main to subgroup. Note that content with permissions will carry over from the main group to the subgroup and apply to shared members. However, if you did not want all of these to be carried over you can adjust this in the additional settings.

Hope this helps you understand how to use our subgroups functionality.

Here are other article links you may find useful:

 

 

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