Managing Groups:

• About Groups
• Adding Groups
• Restricting Access
  

About Groups

Groups are sets of people who are given privileges to do certain things on your site.  Groups allow you to restrict access to pages, assets, and forms (only people in the Group can view them), and let you determine who can leave comments on your blog.

Note: Your site must have Groups enabled in order to restrict access. If Groups is not listed in your Content Types Menu, contact your web administrator to have them added to your site.

Adding Groups

1. Click Groups from the Content Types menu.
2. Click Add Group.
3. Next, you need to Broadly define the group.  Will your group include Everyone or Just (Your Institution's Name) People? If you select Everyone, move on to step 6. Otherwise, move to the next step.
4. Next, select either All (Your Institution's Name) People, or A subset of people from within your institution.  If you select All (Your Institution's Name) People, move on to step 6.  Otherwise, move to the next step.
5. Next, fill out the details of who should be included in the subset:
   
   • Audiences:  Limit the group to a specific audience by checking the boxes of the audience groups you'd like to include.  Options may include Students, Faculty, Staff, Alumni, General Public, Families, Prospective Students, or New Students.
   • These specific people:  Limit the group to specific individuals.  Include usernames of people in your system, separated with commas.
   • People who match this LDAP filter:  You should only use this if you know what you are doing.  The writer of this page didn't know what he was doing, so we have no further details.
   • Members of course(es) specified here:  Limit the group to people enrolled in a specific course.  Use this format, separating multiple courses with commas: ACRONYM-course#-section#-term-year .  Example: SPAN-103-01-F-2005, SPAN-103-02-F-2005.
   • People who are part of an LDAP group that matches this LDAP filter:  You should only use this if you know what you are doing.  The writer of this page didn't know what he was doing, so we have no further details.
   • Group membership LDAP attributes:  Redefine what LDAP attributes to use when determining group membership. Use comma-separated attribute names. If left empty Reason will use the attribute ds_members.
6. Give the group a name by filling out the Name Field.  Choose something descriptive, like: "Alumni, Prospective Students, and Classics 237".
7. Click Save and Finish.

Restricting Access

You can restrict access to Pages, Assets, Forms, and Blog / Publication comments so that only certain Groups can access them.

Restrict Access to Pages

To restrict access to a page or section:

1. Click Pages from Content Types menu.
2. Edit the page you want to restrict access to.
3. From the left sidebar menu, click Restrict Access.
   
4. Select the group you want to allow to access the page (anyone outside of that group will not be allowed to see it)  If the right group doesn't exit, click Add Group to create a new one, then select it from the list of available groups..
5. Click Finish.

Restrict Access to Assets

To restrict access to an asset:

1. Click Assets from the left sidebar menu.
2. Edit the asset you want to restrict access to.
3. From the left sidebar menu, click Limit access to this asset to a group.
   
4. Select the group you want to allow to access the page (anyone outside of that group will not be allowed to see it).  If the right group doesn't exit, click Add Group to create a new one, then select it from the list of available groups.
5. Click Finish.

Restrict Access to Forms

To allow only a particular group of users to view/submit a form:

1. Click Forms from the Content Types Menu.
2. In the left sidebar menu, click Choose group that can fill out the form.
3. Select an existing group that you want to allow to fill out the Form.  If the right group doesn't exit, click Add Group to create a new one, then select it from the list of available groups.
4. Click Finish.

Once access to the form is restricted, the form page will prompt the user to log in if they are not logged in, and only show the form to individuals who are in the related group.

Restrict Access to Blog / Publication comments

To allow only certain Groups to leave comments on your blog:

1. Click Blog / Publications from the Content Types Menu.
2. In the left sidebar menu, click Who can comment?
3. Select an existing group that you want to allow to comment.  If the right group doesn't exit, click Add Group to create a new one, then select it from the list of available groups.
4. Click Finish.

Once access to the form is restricted, the form page will prompt the user to log in if they are not logged in, and only show the form to individuals who are in the related group.