This chapter discusses defining and viewing group membership information, group hierarchy and viewing group membership history.
This chapter covers the following topics:
Perform the following steps to view your group membership information.
CRM Application Foundation User
Navigate to the Resources tab, click the appropriate subtab depending on the category with which your personal information is associated and click the Advanced Search button. Categories include:
Employee
Party
Partner
Supplier Contact
Click your resource name in the search results page and then click the Group Membership icon in the resulting page.
Maintaining group membership information is an essential function required by sales and service managers. By using the Group Detail window, a user with appropriate access (with either the Admin or Manager group member role) is able to maintain group information. These activities include: changing the group name, e-mail, effective date, the ability to add additional resources to a group with appropriate member roles, end date a resource's role and remove a resource's role.
Perform the following steps to define your group membership information.
Note: You should not modify an HTML Calendar in the Resource Manager or add either Calendar Group usages (PUBLIC CALENDAR or HTML GROUP CALENDAR) to a new or existing Resource Manager Group.
Only a group member with a role of Admin or Manager can update group information. A member with these roles can add members to groups, add roles, add child groups to the groups hierarchy and perform these functions for any child groups. These roles do not enable a group member to create groups or change parent groups.
The JTFRS: Group Update Access profile option must be set to None for a group member to be able to update group information.
CRM Application Foundation User
Navigate to the Resources tab, click the Groups subtab and then click the Create button.
Enter the required information in the Create Groups window including the name of the group and the date from which it becomes active.
Optionally enter the following information for the group:
Description. A description of the group.
Time Zone. Select a time zone for your group.
Parent Group. If you are creating a child group, use the search tool to locate the parent group to which it belongs.
Email. The group's email address.
Active To. The date on which the group is no longer active.
Optionally configure group membership information:
Add members. To add group members, click the Add Members button and use the search window to locate and select the desired resources.
Assign roles to members. Click the search icon next to each group member to locate and assign it the appropriate role.
Move members. Click the Move Member button on the Define Groups page to move a resource from one group to another.
Dates active. Use the Active To and Active From fields next to each member to optionally specify when it is active. The Active To field is required.
Remove members. Click the Remove icon next to each group member that you wish to remove.
Optionally specify the applications in which the group is used by clicking the Used In icon and entering the required information.
Optionally specify any child groups that belong to this group by clicking the Child Group icon and entering the required information. A child group cannot have overlapping date ranges with its parent group.
To maintain group hierarchy information by selecting the Hierarchy hyperlink from the side navigation menu, a user with appropriate access (with either the Admin or Manager group member role) can add additional child or parent groups, as well as set an end date to an existing child or parent group.
The ability to define and maintain group hierarchy information is limited to users who are assigned the Admin or Manager role. In addition, the JTFRS: Group Update Access profile option must be set to None. The Admin or Manager role attribute can be identified by clicking the Go button to open the Select a Role window. These attributes are defined in the setup window. Perform the following steps to define your group hierarchy information.
If the row contains a Remove check box, you can select the check box and update the window to delete the record. If the row contains a Remove icon, you can click it to clear the row.
A person in a group with the role of Manager or Admin can change his or her role and group hierarchy information but not phone or address information.
CRM Application Foundation User
Navigate to the Resources tab click the Groups subtab and search for the group for which you wish to define group hierarchy.
In the search results page, click the Update icon next to the group whose hierarchy you wish to define.
Click the Child Groups icon, click the Add Another Row button and search for the group that you wish to add as a child group.
Specify the active dates for the child groups. A child group cannot have overlapping date ranges with its parent group.
Add as many rows as required and then click the Apply button.
The HTML version of the group hierarchy feature provides a more conceptual, graphical display of group hierarchy.
CRM Application Foundation User
Resource Self Service Administrator (for administrative purposes)
Navigate to the Resources tab, click the Groups subtab and search for the group whose hierarchy you wish to view.
In the search results page, click the Show Hierarchy icon next to the group whose hierarchy you wish to view.
You can optionally expand and collapse group hierarchy information by clicking the nodes in the Group Name column.
You can also view your group hierarchy by date. In the Group Hierarchy screen, enter a date and click Go. In the absence of a date, the group hierarchy is sorted based on the current date.
Perform the following steps to view your group membership history.
CRM Application Foundation User
Navigate to the Resources tab, click the Groups subtab and search for the group whose membership you wish to view.
In the search results page, click the group name and the click the Members icon.