Knowledge Base

Group Management

Last Modified:
15 Feb 2019
User Level:
Power User

Description

With Group Management you can manage multiple Users who have may need to share common assets (e.g., Content Types, Page Layouts) and carry out similar tasks. Using Group Management you can avoid assigning rights to individual Users. Additional tasks in Group Management:

  • add or remove members
  • delete a Group
  • disable a Group temporarily
  • restore Group actions

The image below is the start page for Group Management.‌ To create a group, go to System Administration > User Rights & Roles > Group Management. The listing screen is shown below.

‌Create new group

Click Create new group and enter the following information about the group:

ItemDescription
Name Name of the group
Description Description of the group. 
Email address Sets the email address to send Group notifications to
Default preview channel

This determines which Channel is used for previewing Content Items for this Group. If a default preview Channel has been specified in more than one place, the system applies the following logic:  

  • Check the user profile – if a default Channel has been set, this will be used.
  • Check the user’s group profile – if a default Channel has been set and no default Channel is set for the individual user, the Group setting is used.
  • Check the publish handler – if a default Channel has neither been set for the individual user, nor for the Group(s) the user belongs to, the default Channel specified in the publish handler is used.
  • If no default Channel is set at all, the user will be prompted to select the desired Channel whenever previewing content.
Group inheritance

This is a multi-choice list.

Choose from this list to add subgroups to the new Group. This is currently limited to the Group select element and Access control of the published site, but when it is used the Subgroup inherits the main group's Rights & Roles.

Add users to the group

Select the members of the new Group from the list of available Users. This is shown on the left side of the screen. For Power Users editing a Group, only Users who are members of the same Group(s) as the Power User are displayed.

You can filter your selection when you click the types of Available Users:

  • All Users
  • Visitors
  • Contributors
  • Moderators
  • Power Users
  • Administrators
  • Group

When you have selected a User, click Add to move a User to the Group member list on the right side of the page. The list appears below:

crop from main page When you complete your list, ensure you Save changes.

Delete/Disable Group

If you no longer require a Group, permanently or temporarily, you can select one of the following options:

  • Delete: The Group is removed from TERMINALFOUR. When deleting a Group, only the Group is deleted; Assets and Users within the Group are not deleted. Assets that were owned by the Group will become Global Assets.

Deleting a Group is permanent and it cannot be restored.

  • Disable: Typically you disable a Group temporarily. The important aspect is the flexibility of this feature – you can turn it on and turn it off, yet still modify to suit your needs. Where a group has been granted Edit Rights to a Section, disabling the Group will remove access to the Sections for each Group member.

Delete Group

To delete a Group, go to System Administration > User Rights & Roles > Group Management:

Using the Actions menu, click Delete beside the group to be deleted.

shows confirm delete dialog box

A confirmation box appears where you must confirm the deletion to proceed. Click Delete to proceed, or Cancel

Disable Group (or Edit)

To temporarily disable a Group, go to System Administration > User Rights & Roles > Group Management.

‌‌
Using the Actions menu, click Edit beside the Group to be disabled.‌

to edit Click Enabled to remove the check mark. This action disables the Group.