BusinessPort Service Desk

4.1.17 Create a Group

4.1.17.1 Introduction to Groups

Group items in AgilityBMS are used to assist with delivering targeted content to the Users. They allow the gathering of various Items of content together under a common header. There are three types of groups within AgilityBMS:

• Item Group
  • Item groups can contain the following AgilityBMS items:
    • Document
    • Process Map
    • Overview
    • Risk Matrix
    • Risk Evaluation
    • Risk Hazard
    • Risk Control
    • Risk Evidence
    • Glossary
  • An example of an Item Group might be the HR Management Processes Group which may contain a list of Process Maps that are relevant to HR Management. This Group may be linked to an Overview where the User would be able to locate their HR Management Processes by accessing the relevant component of the Overview.

• Audience Group
  • Audience Groups can contain the following AgilityBMS items:
    • Person
    • Role
  • An example of an Audience Group might be the HR Management staff Group which may contain the HR Senior Manager and the HR Manager Roles or People with the roles assigned to them.

• Applicability Group
  • An Applicability Group is a “Group of Groups” and it can contain the following AgilityBMS items:
    • Item Group
    • Audience Group
  • Applicability Groups tie Groups together and allows AgilityBMS to provide targeted content via the My Profile’s Groups tab.
  • Using the above examples it is possible to create an HR Management Applicability group where all the staff from the Audience Group would see the HR Management Processes.

4.1.17.2 Applying Security or Restricted Access

• Security Group
  • It is possible to apply security to some or all of the content in AgilityBMS where only certain Users are permitted to view secured Items. This can be achieved by creating a secure Applicability Group where the Audience of that Group would be only the User(s) who can view certain Items.
    

• Security Group
  • It is possible to apply security to some or all of the content in AgilityBMS where only certain Users are permitted to view secured Items. This can be achieved by creating a secure Applicability Group where the Audience of that Group would be only the User(s) who can view certain Items.

Restricted Access Group

If is also possible to apply Restricted Access to Group of Users where only certain Users will be able to see only certain Items in the system and nothing else. This can be achieved by creating a Restricted Access Applicability Group where the Audience of that Group have access to only certain Items (small subset of the system) and nothing else.

Note that Security and Restricted Access can only be applied to Applicability Groups.

4.1.17.3 Create an Item Group

1. Navigate to the Workspaces Tab
2. Click the Group icon (Create Group window appears)

Create Group Window

3. Enter Number if required
4. Enter Title
5. Select Advanced Properties if in place
6. Assign Item Roles
7. Click Detail Tab
8. Expand the Group Type menu (by default the Type is set to Audience)
9. Select Item Group Type

Group Type Drop-down Menu

10. Specify Group Description
11. Add Items

• Click the Add Item Button (Agility Item Query window appears)
• Click Search
• Select required item(s)

Note that only certain Items can be added to Item Group:

• Documents
• Glossary Items
• Overviews
• Process Maps
• Risk Evaluations
• Risk Controls
• Risk Hazards
• Risk Evidence
• Risk Matrix

12. Click Select (Items appear in the Members section of the Item Group)

Fully Completed Item Group Details

13. Click Save.

Note that multiple Item selection is supported in the Agility Item Query window when selecting Items.

4.1.17.4 Create an Audience Group

1. Navigate to the Workspaces Tab
2. Click the Group icon (Create Group window appears)

Create Group Window

3. Enter Number if required
4. Enter Title
5. Select Advanced Properties if in place
6. Assign Item Roles
7. Click Detail Tab
8. Expand the Group Type menu (by default the type is set to Audience)
9. Select the Audience Group Type

Group Type Drop-down Menu

10. Specify Audience Group Description
11. Add Items

• Click the Add Item Button (Agility Item Query window appears)
• Click Search
• Select required Item(s)

Note that only Role and Person Items can be added to an Audience Group.

• Click Select (Items appear in the Members section of the Audience Group)

Fully Completed Audience Group Details

12. Click Save.

Note that multiple Item selection is supported in the Agility Item Query window when selecting Items.

4.1.17.5 Create an Applicability Group

1. Navigate to the Workspaces Tab
2. Click the Group icon (Create Group window appears)

Create Group Window

3. Enter Number if required
4. Enter Title
5. Select Advanced Properties if in place
6. Assign Item Roles
7. Click Detail Tab
8. Expand the Group Type menu (by default the type is set to Audience)
9. Select the Applicability Group Type

Group Type Drop-down Menu

10. Specify Applicability Group Description
11. Add Items

• Click the Add Item Button (Agility Item Query window appears)
• Click Search
• Select required Item(s)

Note that only Audience Groups and Item Groups can be added to an Applicability Group.

• Click Select (Items appear in the Members section of the Applicability Group)

Fully Completed Applicability Group Details

12. Click Save.
    

Note that multiple Item selection is supported in the Agility Item Query window when selecting Items.

4.1.17.6 Create a Security Group

1. Follow the steps of How to create Applicability Group in Section 4.1.17.5
2. Select Security Group check box

Security Group Settings

1. 
   
   3. Click Save.

Note that based on Groups included in the Security Group, some Users will not be able to view some Items; this is indicated with gold or silver padlock in the User Suite query results grid.

Restricted Access Item - Access Denied

Restricted Access Item - Access Allowed

4.1.17.7 Create a Restricted Access Group

1. Follow the steps of How to create Applicability Group in Section 4.1.17.5
2. Select Restricted Access Group check box

Restricted Access Group Settings

3. Click Save.

Note that based on Groups included in the Restricted Access Group, some Users will only be able to view some Items.

Notes:

1. You can add the Item to a Navigator - See Section 4.1.2 for details on how to achieve this
2. You can add the Item to a Group - See Section 4.1.3 for details on how to achieve this
3. You can define Periodic Review Settings of the Item - See Section 4.1.4 for details on how to achieve this
4. You can define Subscription Settings of the Item - See Section 4.1.5 for details on how to achieve this

4.1.17.8 Action a Group after Creation

1. In the Group Designer toolbar select Action Items

New Item Window Management

Item Workflow Screen

2. The Item Workflow screen is opened where the Group (the default workflow for a Group is Advanced) can have the following set:

• Send for Review with the Review Task Settings being modified if required - See Section 4.3.4 for details on how to achieve this
• Set as Reviewed
• Send for Approval with the Approval Task Settings being modified if required - See Section 4.3.7 for details on how to achieve this
• Set as Approved
• Release.

4.1.17.9 Action a Group at a Later Date

1. On the Welcome page or Workspaces tab, select Item Query
2. Enter the Number/Title or part of the Number/Title of the Group in the All or part of the item: field
3. In Where item type is: select Group
4. Click Search
5. On the required Group, right-click on the Group and select Action Items

New Query > Group Item > Showing Right Mouse Button Options

6. The Item Workflow screen is opened where the Group Item can enter into the Item Workflow, see previous section (4.1.17.8) for more information.