Creating Groups and Adding Users

This how-to article will help TeamDynamix Administrators create and manage Groups using TDAdmin. The user must have administrator permission within TDAdmin.

Overview

The primary reasons groups are created are for assignment of work, like tickets, and visibility on certain items, such as Services and Knowledge base Articles. Groups are created in TDAdmin by administrators.

Where to Find This

This feature appears in the TDAdmin interface.

TDAdmin is where administrators create and update groups.

Navigate to groups following this path:

• TDAdmin > Users & Roles > Groups

Creating a Group

To create a new group:

1. Open the Admin interface.
2. Go to Users & Roles > Groups.
3. Click the +New button.
4. Name the group, add an optional Description, select whether this group is currently Active.
   An active group is one to which new members can be added and new work can be assigned. Marking a group as inactive does not remove any pre-existing members or unassign any work.
5. Click Save.
6. After creating the group, click the Ticketing Applications tab and select any Ticketing Applications where the group should be available for assignments. 

Editing Group Settings

To edit group details you must have access to Admin application as a full organizational administrator.

1. In TDAdmin > Users & Roles > Groups.
2. In the Action column, click Edit for the group you want to edit.
3. In the pop-up window, make changes to the Name or Description.
4. Toggle whether the group is active via the Active checkbox. 
   An active group is one to which new members can be added and new work can be assigned. Making a group inactive does not remove any pre-existing members or unassign any work.
5. Click Save.
6. To select which Ticketing Applications are able to assign tickets and tasks to this group, click the Name of the group and the Ticketing Applications tab.  Check the box for the appropriate Ticketing Applications
7. Click Save.

On the Groups page toolbar is an option to export the grid of group members to Excel and print the window.

Adding a User to a Group via the Groups List

To add a user via the groups list:

1. In TDAdmin, navigate to Users & Roles > Groups.
2. From the list of groups, click the name of the group you would like to add users to. Alternately, use the search field to search for a specific group.
3. At the top of the window, click +Add Members.
4. Use the Select People type-ahead field to type the name of a user to add to the group. The field will auto-complete the name after the first few characters. Press Enter to select a user.
   • If you choose the magnifying glass, you can filter by the individual's Employee status, Active status, Acct/Dept, and/or Primary Role.
   • Use the checkboxes to select multiple users, if desired, then click Insert Checked.
5. Use the Included in Notifications box to indicate whether the users will receive notifications when Notify Group is selected.
6. Use the Manager(s) checkbox to indicate whether the selected users are managers of the group.
7. Use the Make Primary box to indicate whether the group should be listed as the users' primary group.
   (This is not suggested if any of the selected users will be members of multiple groups. Due to a change in the system, this no longer is needed. It used to represent a way of designating what the primary group someone might have, vs a secondary group that represented secondary duties, but this is no longer best practice and can be ignored).
8. Click Save.

Adding a User to a Group via the User Record

To add a user via the user record:

1. In TDAdmin, navigate to Users & Roles > Users.
2. On the list of users, click the Name of the user you would like to add to a group.
3. From the left menu, click Groups.
4. On the list of groups, click the checkboxes next to any of the groups to which the user should be added.
5. Use the Included in notifications box to indicate whether the user will receive notifications when Notify Group is selected.
6. Use the Manager checkbox to indicate whether the user should be the manager of the group(s).
7. Click Add.

Editing Existing Group Members

1. In TDAdmin, navigate to Users & Roles > Groups > select group.
2. Adjust options for existing group members via the Members section. To find inactive members, toggle the Show inactive members checkbox. Once you have found a member for whom you would like to edit settings for, you may set the group as their primary group, set the member as a manager, and decide whether they will be included in group notifications via the corresponding fields. You may also delete members by clicking the Remove link in the grid.