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Administering Oracle CRM On Demand > User Management and Access Controls > Group Management > Setting Up Groups

Setting Up Groups

Before you begin. Do the following:

• Make sure your role includes the appropriate privileges, as follows:
  • To create, edit, or delete a group, your user role must include the Manage Roles and Access privilege.
  • To add users to a group or remove users from a group, your user role must include both the Manage Roles and Access privilege and the Manage Users privilege.
  • To turn the Default Group Assignment feature on or off, your role must include the Manage Company privilege.
• To understand how groups work, see Group Management.

Sequence for Setting Up Groups and Importing Users

When setting up groups, follow this sequence:

1. Turn on the Default Group Assignment feature.

   CAUTION: Before you set up or change a group, the Default Group Assignment feature must be turned on (that is, the Default Group Assignment option in the Company Profile page must be selected), even if you do not plan to use the default group assignment functionality. If you do not turn on this feature before you set up or change a group, the group will not perform correctly. If that happens, you must delete the group, turn on the Default Group Assignment feature, and then create the group again.

2. Create groups and assign users to the groups.
3. If you do not intend to use the default group assignment functionality, but you are using groups to allow users to see merged group calendars, turn off the Default Group Assignment feature when you have finished creating the groups and adding members to the groups.
4. Import your records with the default Owner (user), which will propagate groups to the records.

To turn on the default group assignment feature

1. In the upper right corner of any page, click the Admin global link.
2. Click the Company Administration link.
3. Click the Company Profile link.
4. On the Company Profile page, click Edit.
5. In the Company Data Visibility Settings section, select the Default Group Assignment check box.
6. Save the settings.

To set up a group

1. In the upper right corner of any page, click the Admin global link.
2. In the User Management and Access Controls section, click the User Management and Access Controls link.
3. On the User Management and Access Controls page, in the User and Group Management section, click the Public Sharing Groups link.
4. On the Group List page, click New Group.
5. On the Group Edit page, complete the required fields.

   Field	Description
   Name	Limit of 50 characters. Required field by default.
   Description	Limit of 255 characters.

   NOTE: You can rename the group without affecting existing records, since the application uses the underlying group ID to track group records, not the group name. However, your group name needs to be unique within your company.

6. Click Save.
7. On the Group Detail page, click Add Members.
8. On the Group Members page, click the Lookup icons and add users.

   Only users who have not been assigned to a group appear on the list. To determine which group a user belongs to, you need to go to that user's Detail page.

9. Save the record.
10. If you do not intend to use the default group assignment functionality, but you are using groups to allow users to see merged group calendars, turn off the Default Group Assignment feature when you have finished creating the groups and adding members to the groups.

    To turn off the Default Group Assignment feature, do the following:

    1. In the upper right corner of any page, click the Admin global link.
    2. Click the Company Administration link.
    3. Click the Company Profile link.
    4. On the Company Profile page, click Edit.
    5. In the Company Data Visibility Settings section, clear the Default Group Assignment check box.
    6. Save the settings.

       If you later decide to make changes to the groups or group membership, you must turn on the Default Group Assignment feature again before you make the changes, and then turn it off when you have finished making your changes.

About Changing the Default Group Assignment Setting

If your company decides to no longer use groups, you should follow this sequence before turning off the Default Group Assignment feature:

1. Delete all users except for the one you want to be the Primary Owner of the group’s records.
2. Delete the group.
3. Clear the Default Group Assignment check box on the company profile.

Related Topics

See the following topics for related information about groups and sharing calendars:

• Group Management
• Viewing the Calendars of Other Users
• Adding Custom Calendar Views