Difference between revisions of "Groups"

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Groups can represent Security or Distribution Groups that exists in your directory or School Management System. They can also be manually created groups. The can serve as email groups or attributes for use by service providers or any number of other purposes.
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=Groups=
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'Groups' in Cloudwork can represent Security or Distribution groups that exist in your directory or School Management System (SMS).  
  
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== Adding Groups ==
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They can also be manually created groups for sending emails, use by service providers or any number of other purposes.
  
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Groups can be added in the normal process of synchronising users in Sync Profiles or they can be added manually inside the dashboard.
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==Adding Groups==
  
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Adding a new group Manually will show the following form.
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The following form displays:
  
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(new group picture) Figure 9 - New group screen
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[[File:New_group.png|900px]]
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''Figure 9 - New group screen''
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*Group Name - Full name of the group. If this is intended to be an email distribution group this needs to be a full email address.
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*Friendly Name - The name that will be displayed when using the group.
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*Sis id -
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*Group Types - The type of the group
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**Class
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**Distribution Group
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**Security Group
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**Synced to Azure - groups with this type will be synced to Azure
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**Synced to Google - groups with this type will be synced to Google
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*Description - A description that will only be visible to this dashboard for reference by administrators
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*Form
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*Faculty
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*Email Permission - Permissions that apply to email groups as to who can send email to them. The options available are:
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**Anyone can send to group
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**Anyone within the domain can send to the group
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**Only group members can post
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**Only Teachers can post
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*Classroom state - Google classroom state for this course. The options available are:
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**Don’t sync to Classroom
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**Provisioned
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**Active
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**Archived
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**Declined
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**Suspended
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==Bulk Group Upload==
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The other option for creating groups manually is through the bulk upload facility
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You can create a CSV file with the user account information using spreadsheet programs like Microsoft Excel or OpenOffice Calc.
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Your CSV file should contain the following headings:
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Group Email Address, Member Email Address, Group Name
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*It is important to keep in mind that when uploading a group of users - users that were manually added to groups by administrators are not automatically removed.
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e.g. Group Email Address, Member Email Address, Group Name
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class-1@example.edu.au, a.student@example.edu.au, Class Number 1
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class-2@example.edu.au, joeblogs@example.edu.au, Class Number 2
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class-2@example.edu.au, a.student@example.edu.au, Class Number 2
  
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*Group Name - This is the full name of the group. If this is intended to be an email distribution group this needs to be a full email address.
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The following groups will be created or added to:
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    Class Number 1: a.student@example.edu.au
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    Class Number 2: a.student@example.edu.au
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                    joeblogs@example.edu.au
  
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*Friendly Name - This is the name that will be displayed when using the group.
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You can also replace the Member Email Address column with Member User Name
  
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*Description - This is a description that will only be visible to this dashboard for reference of administrators
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e.g. Group Email Address, Member User Name, Group Name
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class-1@example.edu.au, astudent, Class Number 1
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class-2@example.edu.au, jblogs, Class Number 2
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class-2@example.edu.au, astudent, Class Number 2
  
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*Email Permission - This is the permissions that apply to email groups as to who can send email to them. The options available are listed below.
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The following groups will be created or added to:
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**Anyone can send to group
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    Class Number 1: astudent
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**Anyone within the domain can send to the group
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    Class Number 2: astudent
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**Only group members can post
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                    jblogs
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**Only Teachers can post
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===Uploading Groups===
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#In the '''Cloudwork Dashboard'''>'''Groups'''>'''Upload'''>'''CSV Upload'''
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#Select CSV group you wish to upload
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#Click submit
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==Bulk Send Welcome Message==
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After bulk uploading a group, we can send a Welcome Message to all users that are apart of that group.
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#Navigate to '''Message Template'''
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#Click on the Welcome Message Template.
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#Click '''Send'''
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#Under '''Attributes''' Select Groups
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#Under '''Match''' enter group name
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#Click continue
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#Check users displayed are the users of the new group
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#If the users shown are the intended users for receiving the Welcome Message click Continue to send the Welcome Message.
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[[Category:Cloudwork Dashboard]]

Latest revision as of 23:49, 17 January 2023

Groups

'Groups' in Cloudwork can represent Security or Distribution groups that exist in your directory or School Management System (SMS).

They can also be manually created groups for sending emails, use by service providers or any number of other purposes.

Adding Groups

The following form displays:

New group.png Figure 9 - New group screen

  • Group Name - Full name of the group. If this is intended to be an email distribution group this needs to be a full email address.
  • Friendly Name - The name that will be displayed when using the group.
  • Sis id -
  • Group Types - The type of the group
    • Class
    • Distribution Group
    • Security Group
    • Synced to Azure - groups with this type will be synced to Azure
    • Synced to Google - groups with this type will be synced to Google
  • Description - A description that will only be visible to this dashboard for reference by administrators
  • Form
  • Faculty
  • Email Permission - Permissions that apply to email groups as to who can send email to them. The options available are:
    • Anyone can send to group
    • Anyone within the domain can send to the group
    • Only group members can post
    • Only Teachers can post
  • Classroom state - Google classroom state for this course. The options available are:
    • Don’t sync to Classroom
    • Provisioned
    • Active
    • Archived
    • Declined
    • Suspended

Bulk Group Upload

The other option for creating groups manually is through the bulk upload facility You can create a CSV file with the user account information using spreadsheet programs like Microsoft Excel or OpenOffice Calc.

Your CSV file should contain the following headings: Group Email Address, Member Email Address, Group Name

  • It is important to keep in mind that when uploading a group of users - users that were manually added to groups by administrators are not automatically removed.


e.g. Group Email Address, Member Email Address, Group Name 

class-1@example.edu.au, a.student@example.edu.au, Class Number 1
class-2@example.edu.au, joeblogs@example.edu.au, Class Number 2
class-2@example.edu.au, a.student@example.edu.au, Class Number 2

The following groups will be created or added to: 

   Class Number 1: a.student@example.edu.au
   Class Number 2: a.student@example.edu.au
                   joeblogs@example.edu.au

You can also replace the Member Email Address column with Member User Name

e.g. Group Email Address, Member User Name, Group Name 

class-1@example.edu.au, astudent, Class Number 1
class-2@example.edu.au, jblogs, Class Number 2
class-2@example.edu.au, astudent, Class Number 2

The following groups will be created or added to: 

   Class Number 1: astudent
   Class Number 2: astudent
                   jblogs

Uploading Groups

  1. In the Cloudwork Dashboard>Groups>Upload>CSV Upload
  2. Select CSV group you wish to upload
  3. Click submit

Bulk Send Welcome Message

After bulk uploading a group, we can send a Welcome Message to all users that are apart of that group.

  1. Navigate to Message Template
  2. Click on the Welcome Message Template.
  3. Click Send
  4. Under Attributes Select Groups
  5. Under Match enter group name
  6. Click continue
  7. Check users displayed are the users of the new group
  8. If the users shown are the intended users for receiving the Welcome Message click Continue to send the Welcome Message.
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