1. Administering Oracle Content and Experience Cloud
  2. Manage Users, Groups, and Access
  3. Manage Groups
  4. Create Group Standards for Your Organization

Create Group Standards for Your Organization

Using groups makes it easy to ensure that you include the right people when sharing documents, starting conversations, or creating content types. However, to avoid duplication and overuse of groups, you should create high-level groups for your organization and establish group standards that you communicate to your users.

Benefits of Using Groups

A group is a set of users that have a common position, goal, or concern. The great thing about using groups when adding members to documents, conversations, or content types is that you can make sure no one is accidentally left out. And, if someone new needs to be included, you can add them to the group rather than tediously adding them to each folder, conversation, or content type that they need to know about.

Best Practices for Creating Groups

Here are some best practices for creating groups:

  • Don’t duplicate groups. Use the Find Public Groups option on the Group menu to see if a group already exists that might be useful for your purpose.

  • Use a meaningful name. Don’t use acronyms or abbreviations for your group name. Make it meaningful so people will understand its purpose.

  • Choose the right privacy control for your group. You can control who can see or use the group, and you can control if someone can add themselves to a group. There are three kinds of groups:

    • Public group. A public group is visible to anyone and anyone can add themselves to the group. You should use this kind of group sparingly. For example, you may have a rollout of a project and you’d like to gather feedback from anyone who used the project. You can open up a group to everyone and let people add themselves so they can add feedback about that specific project.

    • Closed group. A closed group is one that can be seen by everyone but people can’t add themselves to the group. This can be useful when you want to limit a group to a subset of people. People could discover the group exists and use the group to share information with those people. For example, you can create a group for the Engineering department. Anyone who needs to collaborate or share with that department can add that group as a member to a conversation or folder.

    • Private group. This type of group gives you the tightest control on membership. No one will be able to see the group unless they’re already a member and no one can add themselves to the group. For example, perhaps a small set of people need to discuss an upcoming acquisition or project. No one else in the organization needs to know about this, so by creating a group for restricted members, you control who can see the information.

Those best practices as well as other tips are included in Groups Overview in Managing Content with Oracle Content and Experience Cloud.

Develop Group Naming Standards

To ensure users can find the groups they need, establish group naming standards for your company. You’ll probably want to create separate naming standards for more permanent groups such as department groups and for shorter-term groups such as project groups. For example, you might want to format project group names as Department - Project, such as “Marketing - Spring 2017 Campaign.”

Create High-Level Groups for Your Organization

Before you roll out your service to users, you should create groups for each department, project team, or other business unit.

You can use the REST APIs to create groups. See People and Groups Resource in Developing for Oracle Content and Experience Cloud.

You can also create groups manually. If you create groups manually, you'll want to have an organizational chart so you know what groups to create and which users to add to each group. Remember to use meaningful names and to choose the right privacy control for your groups. See Creating or Deleting a Group in Managing Content with Oracle Content and Experience Cloud.

Communicate Your Group Structure and Best Practices

You need to let your users know that they are already part of the high-level groups you created, tell them about your group naming standards, and point them to the best practices. You can include this information in your additional welcome email when you roll out your service. See Provide Sign In and Get Started Information to Users.