General

  1. What are groups for? [top]
    Groups allow for data sharing with other users. With groups, you use the full potential of ContactOffice.

    Sharing is done in two ways:

    • Each group has its own space: group Documents, group Calendar, etc. All group members may access this common space.
    • Your private data can be shared with the group members. This is useful mostly for the Calendar.
    . Belonging to a group has the following consequences:
    • You can view the busy timeslots (but not the event details) in the group members Calendars
    • You can send Documents to a group member drop folder.
    • You can assign tasks to a group member.
    • Of course, group members can do likewise.
  2. Create simple groups [top]
    Create groups including only the people with who you actually share information.

    It is better to create several small groups with a simple sharing pattern (access rights identical for all group members) than a single large group with a complex access rights pattern (each group member has different access rights).

  3. Simple groups example [top]
    A company with 10 people: 1 director, 1 secretary, 3 salesmen and 5 workmen.
    • One group with the 10 people. Information useful to all will belong there. Everyone will be able to view the busy timeslots in the personal calendars. Additional access rights will be set in the personal calendars so that, for instance, the secretary can completely manage the director calendar (view details, add, edit and delete events).
    • A sales group, the director being the administrator. The members are the 3 salesmen and the secretary.
    • A production group, the director being the administrator. The members are the 5 workmen and the secretary.
    • A group for the director and the secretary: it will contain more confidential data
    Additional groups may be created in case other sharing patterns are necessary.

    This approach might seem a little more complex to set up, but is far more easy to use than a single group with individual access rights (and the risk of forgetting to set the access rights as well as the risk of not setting the right ones).

  4. Access to group data [top]
    Select the group name in the context selector, which default value is "Private".
  5. Groups and subscription [top]
    Each member of the group has a personal login and a personal subscription. In the context of a group, the subscription types of the members do not matter: all subscription types enable you to join a group and all members of a group can have different subscription types. The fact that a person belongs to a group has no influence on the subscription type: it remains unchanged.

Groups you administrate

  1. Definition [top]
    The administrator of a group is the person who manages the group. When you create a group, you are automatically the administrator of this group.

    The administrator is the only one able to add, edit or delete content in the group tools (calendar, documents, etc.), but he may give these rights to certain or all members of the group.

    The administrator of the group it not authorized to leave the group, unless he has chosen a new administrator.

  2. Create a group [top]
    Step 1: create the group
    1. In the New menu, select Group.
    2. Choose an explicit group name. This name must be unique.
    3. You can enter a description, that will inform the members about the group purpose and/or the contents.
    4. You can also choose an activity and a sector.
    5. Choose the working language. It is a mere indication that contents will use this language. However, each group member will be able to choose his own language for the interface.
    6. Choose whether to publish the group in the group directory. By default, the group is not published.
    7. Choose whether to publish the group members list. This makes sense only if the group has been published.
    8. Choose whether to open the group. This makes sense only if the group has been published. In this case, anyone will be able to become a group member.
    9. Click on Save to create the group.
    You're not done yet, because at this point your group has no members and no data.

    Step 2: invite members

    1. Click on Invite or select Invite in the group Actions.
    2. Select members among Contacts: existing group members, private contacts or group contacts.
      If the future members don't appear in the Contacts, click on the e-mail tab, enter a name, an e-mail address and check the language. Click on Add if you wish to invite more persons.
    3. Members get an invitation e-mail. They have to accept the invitation to join the group.
    4. People who have accepted the invitation appear under the Members tab.
      To send a reminder to people who haven't answered to the invitation, click on the Pending invitations tab, display the person Actions and select Send again.
    Step 3: contents and access rights
    Creating the group has created group tools: the group has its own Documents, Calendar, etc.
    As the group administrator, you are the only one allowed to add contents to the group tools at this point.
    If you wish to define access rights that will apply to all members, you can go on with the process. If you wish to have individual access rights (different for each member), you have to wait until everyone has accepted the invitation.
    1. In each tool, create the folder structure if applicable and set-up the access rights according to your needs. You will find detailed help over access rights in each tool help section
    2. Add your own contents to the group.
  3. Modify a group [top]
    The group administrator can modify the group settings, except for the group name.

    Display the group Actions in the left part of the screen and select Details.

  4. Delete a group [top]
    Beware: deleting the group will delete all contents in the group tools.

    You can delete the group only if all members have been removed first.

    Display the group Actions and select Delete.

  5. Add members [top]
    The procedure described in the "Create a group" section can be used anytime.
  6. Remove members [top]
    When a member is removed from the group, he can't access the group tools anymore. However, the contents he added in the group remains available to group members.

    In the members list, display the member Actions and select Remove.

    If you wish to remove all members in a single operation, display the group Actions in the left part of the screen and select Remove all members.

  7. Group capacities [top]
    Just like a private environment, a group environment has capacities (GB for documents, for instance). These capacities are set by the subscription type of the group administrator. Therefore, the group administrator will generally have the highest subscription type.

    Example: a subscription type has a capacity of 1 GB for Documents.

    • The administrator has 1 GB for his own private documents.
    • Every group created by this administrator has a capacity of 1 GB for Documents. In other words, the documents placed within the group by all members (including the administrator) cannot exceed 1 GB.
    • If the subscription type allows the creation of 3 groups, the total capacity for the Documents is 4 GB: 1 GB for every group and 1 GB for private documents of the administrator.
    The capacities for the private environments of the members of the group are set by their own subscription type.
  8. Conditions to create a group [top]
    The maximum number of groups you may create is determined by your subscription type.

Group data

  1. Access rights in group tools [top]
    The group administrator, assisted by his optional co-administrators, decides who may add and/or delete content in the group. By default, only the group administrator and co-administrators may add and delete content.

    A member who adds contents decides who may edit it. By default, only himself may do it. Therefore, group administrators may not always edit the content added by a member. However, they always may delete it.

  2. The "All group members" checkbox [top]
    If you select the box: "All members of (group name)" (after you have clicked on Access), the members who may join the group later on will have the same rights as the current members.

Co-administrators

  1. Definition [top]
    The group administrator may add one or more co-administrators to help him with the group management. For instance, a director, who is the group administrator, can add his secretary as co-administrator so that she can help him setting up the access rights in the tools.

    A group co-administrator can:

    • Add and delete content in the whole group environment: Calendar, all folders within the Documents, etc.
    • Change the access rights at tool level (ex: Calendar) and at folder level (ex: Documents).
    He cannot do the other operations, which remain the privilege of the group administrator: invite and remove members, change the group settings, etc. He cannot add or remove group co-administrators neither.
  2. Add a co-administrator [top]
    In the group members list, display the member Actions and select Set as co-administrator.
  3. Remove a co-administrator [top]
    In the group members list, display the member Actions and select Remove as co-administrator.

    The co-administrator looses all the rights he received when he was added as co-administrator. But if specific rights had been given to him before (ex: add content in a given folder), he will keep them.

Groups you belong to

  1. Search for a group [top]
    Click on Find a Group in the menu bar. Use at least 2 criteria amongst the following:
    • Group name: enter at least 3 consecutive letters which must appear.
    • Activity: determine if it's a business group or not.
    • Sector: if it's a business group, specify the economical sector.
    • Language
    Note: The private groups never appear in the search result.
  2. Join a group [top]
    The procedure is specific to each type of group:
    • Open groups
      They are listed in the group directory. Make a search and click on Click here to join.
    • Closed Groups
      They are also listed in the group directory. Make a search and send an email to the group administrator whose email address appears in the group description
    • Private Groups
      These groups cannot be searched: you must be invited by the administrator to join one.
  3. Leave a group [top]
    Display the group Actions and select Leave.
 

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