Workgroups are used to create a permanent or temporary workspace for a selected group of people. Furthermore, it is possible to invite external people into a workgroup. Contact your intranet administrator, or do this via the backend.
Workgroups are used to corporate on projects. Each workgroup has its own documents folder, in order to make relevant documents easier to find. When a project is finished, the group with all its content can be exported and archived and the group will be closed.
How to create a workgroup
1) Click the 'Workgroup' item in the menu.
This menu gives you an overview of all the workgroups you are currently a part of and a list of suggested workgroups.
2) To create a new workgroup, click on the 'Create new workgroup' button in the upper right corner.
3) Give your workgroup a title and a description.
Remember to be precise and clear - there are many other workgroups and they need to be distinguishable from each other.
4) Click the 'Settings' button and the following options will appear:
Tags: You have the possibility to assign tags to your workgroup, which should make it easier to find for relevant people in your organisation.
Privacy: Define if the workgroup should be open, closed or hidden.
Open groups: Everyone can see the conversations, documents and members of the group and become a member without a confirmation.
Closed groups: If you are not a member, you will be able to see the name of the group and the members. You can request membership, but a confirmation is necessary.
Hidden groups: This type of group will not be visible to anyone other than the members of the groups. The group won't be visible in the search result or under suggested workgroups. An invite is needed to become a member.
Admin-managed documents: If this box is checked, only admins can edit, add or delete documents. 'Normal' members can only read.
Logo: You have the possibility to upload your own logo to the group. The logo will appear on the workgroup's main page just below the badge.
Edit badge: You have several options for designing a badge.
This is important, as the badge is the icon that distinguishes it from other groups. When looking at a long list of workgroups, you can make it easier for your members and possible members to find the group. Three things on the badge can be modified:
Background colour: Select a color for the background of the badge. It's wise not to use the standard company colour for all workgroups. Instead, use a colour that makes sense in the workgroup's context.
Icon: Choose between a wide range of icons in the drop-down menu. The icon, in combination with the background color, creates easily distinguishable badges. Even more important for the icon: Choose an icon that represents what the workgroup is about. Fx. a dollar sign or coin icon for accounting and economy groups or a headset icon for support or communication groups etc.
Text: In this field, you can choose up to 3 characters to be shown under the icon. This makes the icon a tad smaller, but the text can help identify the group.
5) Click 'Create' when you are done.
Edit a workgroup
To edit these settings at any other time, click the 'Administration' button and then 'Edit' in the drop-down menu.