Create groups (non-admins)

Prerequisites

  • Directory > Group Add permission

Note:  This procedure is for non-admin personnel with permission to create groups. For personnel with admin roles, see Set up groups (admins).

Use groups to associate users who have common traits, like a skill, a manager, or a project. You can create any number of groups, and you can add any number of people to each group. For more information, see About groups.

  1. Click Directory > My Organization.
  2. To the upper right, click Add New , and then select Group.
  3. In the New Group window, complete the following information and click Create.
    In this field… Do this…
    Name Type the name as you want it to appear in profiles and search results.
    Description Select one of the following:
    • Official — The group is work-related (people on the same project team, people with the same skill).
    • Social — The group is not work-related (people who play ping pong, people participating in the same charity event).
    Group visibility Select one of the following:
    • Public: Anyone can find the group. 
    • Members Only: Only members of the group can find the group. 
    • Owners Only: Only the owners of the group can find the group.
      Notes:
      • If you enable the Include Owners setting, newly added owners become individual members of the group. If you disable Include Owners, newly added owners do not become individual members of the group and the Group Visibility setting applies.
      • The Group Visibility setting does not apply to users with the Directory > PrivateGroup > View; these users can view all groups, regardless of visibility setting.
    • To add members, see the following sections:
      • Add members individually who are not affected by membership rules. For example: Even though a rule excludes everyone on Kevin’s team, still include Larry (who reports to Kevin).
      • Add members with a rule by keyword to include or exclude people with certain profile data. For example: Include people with Title = Project Manager or Skill = Salesforce CRM.
      • Add members with a rule by relationship to include or exclude people who are connected to the same person in the reporting structure. For example: Include Sarah and her Direct Reports.

    1. From the Group profile page, select Edit .
    2. To edit the name, description, and group links, follow these steps: 
      1. From the Edit list, select Edit General Information.
      2. In the General window, edit the following fields and click Confirm.
        In this field… Do this…
        Name Rename the group.
        Description Type a description of the group to appear on the group profile pane.
        Links Click Add to link the group profile page to related material.
        Include Owners Select to show group owners in the membership list.
    3. To edit the group profile picture:
      1. On the menu, click Edit Profile Picture.
      2. On the Upload Picture dialog, click New Picture and browse or take a picture for the group.
      3. To crop the picture, click and drag the handles around the image, and then, click Upload image.
      4. Click Done.
    4. To configure who can see this group:
      1. On the menu, click Edit Privacy Rules.
      2. On the Privacy dialog, edit the following fields and click Confirm.
        In this field… Do this…
        Group Visibility Select one of the following:
        • Public — Grant full public access. Everyone in the organization can find this group using search, monitor this group’s chat room, and contribute to conversations.
        • Members-only — Restrict access to owners and members of this group.
        • Owners-only — Restrict access to the creator and designated owners of this group.
        Membership Rules Visible? Select if you want group membership rules to be public.

    When you add someone individually, changes in membership rules do not affect their membership. See About membership rules for more.

    1. In the Membership pane, click Edit.
      Note:  The Edit link is only available if you are a group owner or if you have a role with admin permissions in Genesys Cloud.
    2. From All Members , select Individuals. 
    3. To select a member, begin to type a name, and then click the name when it appears.
    4. Click Save.

    Use a membership rule by keyword to include or exclude people with a certain tag on their profile page. Membership rules cannot add group owners.

    For example:  An organization wants to create a group for everyone who has the latest company safety certification, the ASC. To do so, create a one keyword rule to include everyone with an ASC tag in the Certifications section of their profiles.

     

    1. In the Membership pane, click Edit.
      Note:  The Edit link is only available if you are a group owner or if you have a role with admin permissions in Genesys Cloud.

    2. Click one of the following tabs:

      1. Inclusions to create a rule that adds members
      2. Exclusions to create a rule that removes members 
    3. In the Add Keyword field, begin typing the name of the keyword and select it from the menu when it appears.

      Note: To remove a membership rule by keyword, on the right side, click Remove .

    4. Click Save.

    Use a membership rule by relationship to include or exclude people who are connected to the same person in the reporting structure. The person who is the base of a membership rule must have an active account in Genesys Cloud. 

    For example:  Tanya is head of the Technical Publications department and wants a group chat room for discussing developments on the new product line, which includes most people in her department. However, Tim and his team, who report to Tanya, work on a different product line. Tanya needs a group with everyone who reports to her except Tim and his people. You can do this with two relationship rules:
    • Include Tanya, her direct reports, and her distant reports
    • Exclude Tim, his direct reports, and his distant reports

    1. In the Membership pane, click Edit.
      Note:  The Edit link is only available if you are a group owner or if you have a role with admin permissions in Genesys Cloud.

    2. Click one of the following tabs:

      1. Inclusions to create a rule that adds members
      2. Exclusions to create a rule that removes members 
    3. In the Add Person field, begin to type the name of the person and select the name from the menu when it appears.

    4. Select people by their relationship.

      Superiors — Everyone up the chain from the person’s manager

      		 Relationship rule - Superiors

      Manager — Who the person reports to directly

      		 Relationship rule - Manager

      Self — Person who is the base of the rule

      		 Relationship rule - Self

      Peers — Anyone who also reports directly to the person’s manager

      		 Relationship rule - Peers

      Direct Reports — Everyone who reports directly to the person

      		 Relationship rule - Direct Reports

      Distant Reports — Everyone down the chain from the person’s direct reports

      		 Relationship rule - Distant Reports
    5. Click Save.

      Note: To remove a membership rule by relationship, on the right side, click Remove .

    To give someone full editing rights for the group, add them as an owner in the Owners tab. If you set up a group for someone else, you can also remove yourself as an owner.

    From the Membership pane, click Edit. Click Owners.

    • To add an owner, in the Add Person field, begin to type the name of the person and select the name from the menu when it appears.
    • To remove an owner, on the right side of the user, click Remove .

    Note: After you remove yourself as an owner, you no longer have editing rights for that group unless you have a role with group admin permissions in Genesys Cloud.

    For non-admins, only the Owner of a Group can delete a group. Here’s how to delete a group.

    1. From the menu bar, click Directory.
    2. From the Directory list, click Groups .
    3. From the Group profile pane, above the Group name, click Edit , and then click Delete Group.
    4. On the confirmation dialog, click Delete.