User groups

User groups are collections of users. When a user group is assigned a role in a survey, every individual user within that group will inherit the role assigned to the group for that particular survey. User groups can be any collection of users, and they can have associated email domains if desired. When an email domain is associated with a user group, every user with that email domain is added to that group. Multiple groups can share the same email domain, and users with non-matching domains may be added to a user group manually.

To create or manage a user group, expand the Administration button group in the System Navigation menu and select Groups.

This launches the User Groups applet where new groups can be created and existing groups can be manipulated or removed. When launched, the User Groups applet displays a list of all existing groups on the server you are logged into, along with the description of the group and number of users. If any email domains were assigned to the groups, they will also be listed. Like other IntelliSurvey applets, table columns can be sorted by clicking the arrow that appears when bringing the cursor over the column headings.

Creating a new user group

To create a new user group, click New.

The system prompts for a Name and Description for the group, as well as which users to add. Users may be added to the group via the Email Domains or Users sections of the page.

An Authenticator is also required; users may elect to Use Default or Local Passphrase (provide a password upon login). The "default" will be server-specific, with some servers using a remote passphrase login or third party authentication.

Adding a domain

To add a domain, click Add domain. Then, enter the name(s) of the email domain(s) you want to add. Note, adding domains is not required. If a domain is specified when the group is created, all users with domains entered in this list will be added to the group. So, there is no need to add them manually.

To remove a domain name, click on the name to activate the Remove domain button. Then, click Remove domain.

Adding individual users

To add individual users, locate the user you wish to add on the left side of the pane. It could be helpful to type part of the email address in the text field until the email address you want appears in the list. Then, click the checkbox next to the user's email address. Next, click the right-facing arrow. That user will now appear in the list of users in the group. Removing a user is accomplished in a similar way. Select the user you wish to remove from the right side list, and click the left-facing arrow. 

When all necessary members have been added to the group, click Next to save the group.

View, edit, or delete groups

To view, edit, or delete a group, first select a group from the table. Then, click the appropriate button from the applet's Actions menu.

Viewing a user group displays all users and associated domains, as well as the group's Name, Description, and Authenticator. From the View User Groups screen, users may still access the Edit or Delete buttons, or return to the main page via the Browse or Close buttons.

Editing a user group permits you to add or remove users from the group via the arrow buttons; add, edit, or remove any email domains from the group; as well as as edit the name and description of the group. Each section of the screen – User Group Data, Email Domains, and Users – contains a Save Changes button to save any edits in the group. If an edit was made in error, click the Reset button to return to the previous settings.

To delete a group, select the group and click Delete. A confirmation message will appear. Click Yes to confirm. Click No to cancel the action.

Adding a user group to a survey

To add all users of a group to a survey, access that survey's Manage Users applet, and click Add in the Actions menu.

After selecting the appropriate survey roles from the Roles pulldown menu, type the name of the group below, preceded by the '@' symbol. As the group name is typed, any matching names will appear and can be selected to be added to the survey. Select the matching group(s), and they will be listed under the User Group column to the right. To finish adding the user group to the survey, click Add Users/Groups.

The user will be brought back to the main screen, and a notification will appear confirming the group and its members have been provided access to the survey. All members of the user group will be included in the table in a collapsible list.