Create a user group and add members
To create a group, open Admin console › Manage Domain(s) › your domain › Manage Groups, type a name under Group Name and click Add. Then tick users in the list on the right, choose Assign Selected To, pick the group in the Group box and click Go. Click a group's name to see its members.
How to create a user group and add members
Where: Admin console › Manage Domain(s) › your domain › Manage Groups
- Open Manage Domain(s), expand your domain and click Manage Groups.
- Stay on Internal Groups, type a name in Group Name and click Add.
- In the list on the right, tick the users you want. Use Enter search text and Search to find people.
- Set Action to Assign Selected To, choose the group in Group and click Go.
- Click the group's name in List Of Groups to check its members.
The three tabs
| Tab | Use it for |
|---|---|
| Internal Groups | Normal groups of your domain's users. |
| Public Groups | Groups that work exactly like internal groups on screen. Pick the tab that matches the type your team uses. |
| Dynamic Groups | Groups whose members are chosen by a rule on user attributes, so they update themselves. |
Group Name rules
- Start the name with a letter. Letters (also in other languages), numbers, hyphen (-) and underscore (_) are accepted. Spaces and symbols such as ! # $ % & / are refused.
- The name can be up to 70 characters. It is saved in capital letters.
- A name that already exists in the tab is refused with Group Already Exists.
Actions next to each group
| Icon | What it does |
|---|---|
| Edit | Puts the name back in the Group Name box. Change it and click Update. |
| Delete | Deletes the group after you confirm. |
| Settings | Opens the group's own bulk settings. It changes services, limits, defaults and expiry for the members only. It needs at least one member. |
| Send Email | Opens a mail window addressed to the whole group. |
| Send Notification | Type a Message of up to 1000 characters and click Send. Every member gets the notification. |
| Share Group | Dynamic Groups only. Lets chosen users of your domain use the group. See below. |
Add, move or remove members
The list on the right shows the users with First Name, Email ID, Expiry Date and Space Used (MB).
| Situation | Action choices |
|---|---|
| No group selected (all users shown) | Assign Selected To, Assign All To, Remove From |
| A group selected (its members shown) | Move To, Copy To, Remove From |
Choose the target in Group, then click Go. Tick Search In Group to search only inside the selected group. You are told when every selected user is already in the target group.
Dynamic groups
- Open the Dynamic Groups tab, type a name and click Add.
- Click the group's name. A rule builder appears on the right.
- Choose a key in Select Key, choose equals or not equals, type a value in Attribute Value (up to 50 characters) and click Add Rule.
- You see how many users match and confirm. To combine another condition, pick and or or and add a second rule.
- The cross icon next to the rule list removes the whole rule. Total User(s) in Group shows the current count.
The keys come from the user attributes created for your domain. Add them in Edit Domain on the Option tab. You can also fill a user's attribute values in bulk.
To create many dynamic groups at once, click Upload on this tab and choose a CSV file with the columns group_name and group_rule. An example file is linked as group.csv. You are asked whether to update an existing group or its rule.
Share a dynamic group
Click Share Group, type the email addresses of users of your domain separated by commas and click Share. If the group is already shared, the box shows the current users. Click Update to change them or Mark Unshare to stop sharing.
Example
At acme.in, HR wants one group for salary approvals. Meera creates the internal group PAYROLL-APPROVERS, ticks Anita, Rohit and the finance head, and assigns them. Later she clicks Send Email on the group to send the monthly reminder to all four.
Good to know
- The number beside each group name is its member count.
- Group administrators see only Manage Groups in their menu. They can use everything here except Share Group.
- A group with no members cannot be emailed, notified or given Settings.
Common questions
Can I add people from outside my organisation to a group?
No. Group members are users of your own domain. For outside addresses, use a mailing list.
What happens to the members when I delete a group?
The users stay as they are. Only the group and their membership of it are removed.
Why can I not use Share Group?
Share Group is only on the Dynamic Groups tab, and only domain administrators can use it.