Administrators can create groups in which their members are automatically added based on a number of set criteria during auto group creation. During auto group creation, administrators::
1. Set up the group
2. Add content and general members 3. Activate the group
Note
Only SAP Jam company administrators can create auto-groups.
In addition to the regular SAP Jam group setup options, auto groups also have an option to specify membership. The Membership tab lets you setup auto groups based on the following profile criteria:
● All employees ● Country ● State ● City ● Location ● ZIP code ● Department ● Division
● Has Direct Report ● Hire Date
● Job Code
● 15 customizable fields
You can also add individual members to your Auto Group by listing individual email addresses.
Alternatively, you can set Auto Groups to use member lists as membership criteria. This is described in more detail below.
Note
Group members are automatically included and cannot choose to opt out.
1. Go to the SAP Jam Admin console and select Auto Groups from the left navigation sidebar. The Admin Auto Groups page displays, showing a list of the existing auto groups.
Figure 74: Existing Auto Groups catalog 2. Click Create a Group.
Figure 75: Create an Auto Group: General tab ○ Choose a group template from the list.
Group templates contain an overview page as well as placeholder content and group structure including discussion forums that help you quickly set up a group that’s optimized to address specific business scenarios. For more information, see "About group templates" in the Group Administration Guide. ○ Enter a name for your group.
Use a name that would help users distinguish your group form others. Click Check Group Name to see if there are other names that are similar to yours.
○ Enter a description for your group.
The description captures the group's objectives and helps to inform and attract other people who might be interested.
○ Select a Group Type for your group.
There are three type of groups to select from:
○ Public Internal Group - A group that anyone in your company can join, view, and edit.
○ Private Internal Group - A group where members must be explicitly invited in order to view or post group items. This group can only be edited by a group administrator and the group name can only be seen by invited members.
○ Private External Group - Note: cannot be used for auto groups. A group that lets you communicate with members of different companies in a private, invitation only space. This group can only be edited by administrators.
Note
The group type cannot be changed after the group has been created.
○ In the Invite Members section, select Auto-Group to assign members to the group based on membership criteria set in the Membership tab.
3. [Optional] Click the Setup tab and add the following information for your group:
Figure 76: Create an Auto Group: Setup tab
○ Terms of Use: Create a user agreement that all group members will see on their first visit to the group. ○ Announcement: Create a welcome message that all group members will see on their first visit to the
group.
○ Photo: Upload a group picture to be displayed on the group's main page. The maximum size for a group image is 110 x 110 px.
○ Overview Page as landing page: If you have created an overview page, you can choose to make it your group's landing page. When this option is selected, the "Overview" page will be the first thing users see each time they enter the group. This can be very helpful if your group has regularly updated goals, a running task list or any group-related information that gets updated frequently. If you don't select this option group members will see the "Overview" page on their first visit after the page has been created and the group's feed wall on subsequent visits.
Figure 77: Create an Auto Group: Participation tab ○ Participation:
○ Collaboration Level controls who can share and collaborate on content. The options are as described in the page:
○ Read-only: Group Admins can share content. All users can view and download content. Chat, Discussions, Polls and Tasks are off.
○ Limited: Group Admins can share content. All users can view and add comments on content. ○ Full: All users can create and collaborate on group content. The Group Admin can customize the
upload policy.
○ Upload policy If you choose the full participation setting, you can restrict the upload policy according to your needs:
○ All Members: all members of your company can upload new content items. This applies to public groups only.
○ All Group Members: all members of the group can upload new content items.
○ Only Group Admins: only group admins can upload new content items. All group members are allowed to comment or edit content.
○ Moderation Policy: If selected, this option requires group administrator approval before contributed content is displayed to members.
○ Task Policy controls who can update tasks. The options are as described in the page:
○ Read-only: Assignees can update their own task status. Non-assignees can view tasks only. ○ Limited: All users can update the status of any task. Non-assigneers can also view, but not
update, other task details.
○ Full: All users can edit the details for any task.
Note
Tasks can always be edited by group administrators and the task creators.
○ Enable Content Rating: If selected, this option allows users to rate group content items. 5. In the Membership tab, set how members are added to the group by selecting one of the follow options:
Figure 78: Create an Auto Group: Membership tab
○ If you select Add members by their profile attributes, add a criterion or a combination of criteria from the Add drop-down menu. For example, you can add a Hire Date range along with the additional criterion of only employees in the Professional Services Department. Add email addresses of members that don't fit the criteria. You can also make them group admins by checking the Make Group Admin checkbox.
Figure 79: Membership tab: Add by profile attributes
○ If you select Add members using member lists, use one or more member lists as membership criteria. As the members in the member lists change, so do the memberships of the Auto Groups that use those member lists as membership criteria. You can also group admins from the member lists used as membership criteria.
Figure 80: Membership tab: Add by member lists
Note
As you set the membership options, you can click Update Member Count at any time to see how many members your selections include.
6. When you have set all the options for the Auto Group to your satisfaction, click Create a Group at the bottom of the page.
Auto Groups are set up as inactive to allow for initial structure and content setup. Only Group Admins have access to inactive groups.
7. In the Auto Groups list, click Activate next to your new group to put the group into use.