Adding, editing, and removing groups

To add or remove a group, click the Groups tab on the Administration page of My Publications.

The Groups page lists the name and description of the groups that have been created. You can Add a New Group, Edit a Group, or Remove a Group using the appropriate button.

When an administrator adds document information to My Publications, the administrator enters metadata into an Add a New Document form that contains fields for various identifiers associated with the document. To view a list of field names and definitions, see Review Field Definitions or review the topic Adding and removing groups, which contains an Add a New Document form. One of the identifiers is Group Code. Each document must have a Group Code, and if a Group Code is not associated with an account, a default group is automatically assigned. When you associate a Group Code to a document, that document becomes part of the collection of documents associated with the Group Code. To better organize your documents you can name a group by type, department, location, or other designator that best fits your needs.  

Adding a group

To add a new group

1. Click the Add New Group button to the right of the Groups tab.
   The Add A New Group box is displayed.
   
   

2. Enter a Name and Description.
   The Name should be a short name of the Group. The Description is an extension of the name and can contain any valid information to help in describing the Group.

3. If you want this group to be the default, check the Default box.
   Selecting this option removes the default indicator from any other Group and assigns this Group as the Default.

4. Click Submit to create the group
   
   OR
   
   Click the Cancel link to stop the process.

Created groups are displayed in the results list. The default group is identified with "(Default)" to the right of the Group Name.

Editing a group

To change the name, description, or default status of a group

1. Click the Edit button next to the group you want to change
   The Edit Group box is displayed.
   
   

2. Change the Name and/or the Description.
   The Name should be a short name of the Group. The Description is an extension of the name and can contain any valid information to help in describing the Group.

3. Check or uncheck the Default checkbox.
   Selecting this option removes the default indicator from any other Group and assigns this Group as the Default.

4. Click Submit to save the changes
   
   OR
   
   Click the Cancel link to stop the process.

Removing a group

To delete a group

1. Click the Remove button.
   The Delete Group box is displayed.
   
   

2. Select Delete, Move, or Cancel.
   
   Be careful when deleting and moving groups and consider the use and associations for each document in the group before taking action.
   
   Selecting Delete provides a confirmation message that states: "Please confirm the deletion of # of document(s) and the selected Group from the database." Clicking OK deletes the document(s) and the selected Group. You will then be returned to the Groups tab.
   
   Selecting Move provides a confirmation message that states: "Please confirm moving # of document(s) to the default Group and the deletion of the selected group." Clicking OK moves the document(s) to the Default Group and deletes the selected Group. You will then be returned to the Group tab.
   
   Selecting Cancel stops the process and returns you to the Groups tab.

Related Topics:

Managing publications and permission

Assigning groups to a one or more Subaccounts

Exporting and/or deleting all publications