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Managing Groups for Collaboration in Employee Email

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Christiana Nimtz
 
Admin

Assign users to their own groups in Employee Email to enable collaboration options.
Every user belongs to the Default group unless they are moved into a more specific group. They can only belong to one group at a time. It is also possible to add users to more than one group with the Users in Multiple Groups feature. Find out more in the Users in Multiple Groups section.

With Shared Views enabled, all members of a group can access the tracked emails sent by other members, as well as access other members' Email Designer drafts and templates. To grant access more selectively, you can share individual drafts or template folders instead.

Managers can sign in as other Managers and Base Users who belong to their group to see exactly what they see in the web app, and they are also able to update some profile settings for their group members.

Use distribution list sharing options to control which individual users, as well as which groups, have permission to send emails to your custom and synced distribution lists or edit them.

Creating a Group

  1. On the Team page, click Create New Group.
  2. Type in a new group name and click the checkmark to save it.
    Create_Group_Alpha_crop_fix.gif
    You now have the option to edit the group name or delete the group from this page.

    When a new Employee Email user group is created, the group will not automatically have access to any existing distribution lists in the web app unless you choose to share lists with them.

Editing or Deleting a Group

  1. On the Team page, click the name of an existing group.
  2. Click the edit icon to change the group's name, or click the delete icon.
    Delete_or_Edit_Group_icons.png
    If you choose to delete a group, you are prompted to select a different group to move its members into.
    If they do not need to be in any specific existing groups, choose the Default group.
    Delete_Group_Alpha_crop.png

Moving a User into a Group

Every user belongs to the Default group unless they are moved into a more specific group. They can only belong to one group at a time.

  1. On the Team page, click the three dots next to a user and click Edit User.
    Admin_Edit_User_extra_crop.png
  2. Select a new Group that you want to move the user into.
    Move_User_to_Group.png
  3. Click Save & Update.
    You have removed the user from their previous group and added them to the one you selected.

Users in Multiple Groups (optional)

Activation
 
Beta

Employee Email supports users in multiple groups, aligning with the advanced group management capabilities of the App and the Intranet. This feature enhances team management and cross-team collaboration for decentralized teams. The flexibility of having users in multiple groups facilitates seamless synchronization, significantly enriching your experience within your Staffbase platform.

Creating a New Group

  1. On the Team page, click Create > New Group.
  2. Enter a group name.
  3. Add members to the new group.
  4. Click Create.
    You have created a new group. This group can now be added while sending emails.

Editing a Group

  1. On the Team page, navigate to the group you want to edit.
  2. Click the gear wheel to open the settings.
  3. Optionally, edit the group name or add members.
  4. Click Save and update.
    You have edited a group.

Moving a User into a Different Group

  1. On the Team page, navigate to the user you want to move into a different group.
  2. Click the three dots next to a user to open the action menu.
  3. Click Edit User.
    Admin_Edit_User_extra_crop.png
  4. Click the input line under Groups.
    The dropdown menu opens.
  5. Select the group(s) into which you want to add the user.
  6. Click Save & Update.
    You have added the user to the selected group(s). They will now be sent any emails associated with that group(s).

Removing a Member From a Group

  1. On the Team page, navigate to the group you want to remove a member from
  2. Click the gear wheel to open the settings.
  3. Navigate to the member's name.
  4. Click the three dots to open the action menu.
  5. Click Remove from group.

    The Remove member dialog opens.
  6. Click Remove member.


    You have removed the member from the group. They will no longer be sent any emails associated with that group.

Deleting a Group

  1. On the Team page, navigate to the group you want to delete.
  2. Click the gear wheel to open the settings.
  3. Click Delete group.

     The Delete group dialog opens.
  4. From the add to group dropdown, choose a group into which you want to move the members.
  5. Click Delete group.
    You have deleted the group and moved its previous members into another group.

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