SET UP & MANAGING
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      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

       In order to create a subgroup navigate to your group setting, go to general settings and then select the parent group.

       

      Additional Settings for Subgroups

      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:

       

      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):

      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

       

      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. 

       

      To finish, press 'Update' to save the changes.

      Managing Subgroups 

       

      From the group list, you can see if a group is a parent of sub-group by selecting the subgroup icon pictured below:

       

       

      Clicking into the subgroup icon will bring up a display of the associated subgroups

       

       

       

      How file uploading works between the main and sub-group

       

      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.

       

      E.g. Folder and files created in the main 'parent' group which is 'Test Group'

       

       

      Will automatically be shown in the subgroup 'Testing Name', as pictured below 

       

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

      Here are other article links you may find useful: