This section provides orientation on managing groups of people, available through the Organization module.
The use of groups simplifies the tasks of managing people, such as when granting privileges by including them in access profiles or when assigning roles. A group of people may be comprised of zero, one, or several people, and people may belong to zero, one, or several groups. However, a group of people cannot contain other groups of people. For details on creating, importing, and managing people, see Chapter 3: Organization -> People -> Manage People.
Keep in mind that when an e-mail is sent to a group of people, the e-mail will be sent to the individual e-mail accounts of each person included in the group. The exception is when a group of people is specified as a recipient when scheduling reports, in which case the group’s e-mail will be used. If no e-mail address is specified for the group, the group will not be available for selection in the list of recipients.
To create a group of people through an integration task to synchronize the system with an external directory, its members must first be registered in the directory itself. In this case, the option to add more members to the group will be disabled in the system.
The group will then be imported to the system when the task is run. The Synchronized column in this section is used to indicate which groups belong to a directory that was integrated with the system. When a group is synchronized, it can only be managed from the directory itself and the changes will then be reflected in the system according to the schedule set for the task. In addition, the system allows groups created through integration tasks to be deleted through the interface; however, these groups will be imported again by the task if they are not also deleted from the directory. For further details, see Chapter 17: Administration -> Integrations -> Integration Tasks -> Creating a Task to Integrate with an LDAP.
If a group of people assigned to a role in the system that accepts groups of people (for example, Responsible for Knowledge Base) is deleted, this deletion will be indicated by "(deleted)" after its name in the places where it still appears.