Groups are a key organizational unit in your workflow system.  How you organize your groups is up to you, but typically groups are organized to reflect some aspect of your core business.  For example, you could organize groups by role, by department, by agency, etc.

Groups have a number of potential use cases:

  • Access Controls that apply to particular groups
  • Notifications that trigger email messages to particular groups
  • Tracker team positions that are linked to particular groups (so you can limit the selection for each team position to just those people who can actually fill each role)
  • ERA routing teams
  • FileSharing recipient teams

Special Groups

Certain applications can display groups for use within the application’s user interface.  For example, in FileSharing, any groups marked as “FileSharing groups” will show up in the “Assignment” field, allowing users to easily assign files to frequently shared-with groups.

These special behaviors are managed on the Edit Group screen, in the Group Options area.

Private Groups

Private groups allow individual users to make groups that show up in ERA or FileSharing, but only to the group’s owner.  This is useful, for example, to ERA coordinators who route artwork to the same set of people frequently. 

By using a group, they can make it very easy to add these people to the team.  By using a private group, they make sure not to pollute the list of potential reviewers.   Public groups show up for everyone, whereas private groups only show up for their creator.