Administrators can create Groups to quickly assign a regular slate of user/s to review product requests, submit feedback, or review provider applications.
Groups may contain individual members, organizations or other groups.
Adding a Group
To add a new group to your organization, navigate to Members > Groups [1]. From there select Create New Group [2].
A pop-up will guide you through creating a group from scratch. You will be prompted to add an icon for the group (optional) [1], name your group [2], provide a brief description of the group’s purpose (required) [3] and select the group’s participants [4]. These can be individuals, other groups (for example, "my product review group" also contains my "legal review group") or even organizations. If a desired participant is not on your current list of members, you may still include them as a group member and assign them actions [5].
Editing or Delete a Group
Editing a group is exactly the same as creating with the exception that you initiate the edit by selecting the edit pencil icon [1]. Deleting a group is accomplished by selecting the delete icon [2] and confirming the action.
Editing group membership will not affect any assignments made up to that point. For example, if you assigned Group A to review "Provider Application 1" and you later removed an educator, Sally, from Group A, Sally would still be assigned as a reviewer of "Provider Application 1".
Assigning a Group
To assign a group select the Add Reviewer button
Individuals can be assigned as Reviewers by selecting Educators, locating the individual and selecting them.
Click the Groups button at the top [1] to select groups you would like to add and when you have added all the individuals and/or groups that you require [2], then select Add at the bottom [3]. All selections will then be added as reviewers to the workflow.
Editing group membership will not affect any assignments made up to that point. If I had assigned Group A to review Provider Application1 and I later removed Sally from Group A, Sally would still be assigned as a reviewer of Provider Application1.
Quick Tips:
- If a group of multiple individuals is assigned to review a product request, the first person in the group to complete the task, will close the review. In this situation a group is used so that the review process can quickly move forward. If you want each person to complete a review, assign them as individuals.
- Consider making groups for an individual that will play a role in your review processes. Updating a member of a group is easier than updating all workflow details. In addition, names can be forgotten or mixed up, using a group can make this process easier. For example, remember John Doe is the new Data Privacy Officer instead of just assigning the data privacy review group.
- If a group of multiple people are assigned to complete product feedback, all group members are able to complete the feedback request.
