Path: Community Settings >> Member Management >> Groups
Groups allow you to create a role and add a set of users to it. This role can then be used in private campaigns, Idea ownership, etc.
Setting up a Group
We have two sections for adding a group:
- Name: Suitable name for the group has to be created.
- Description: Describe the utility of the Role in the Description box.
- Allow Group to submit Ideas: When the role is in use, depending on the selection, Yes or No, the members assigned to this role would be permitted or restricted from submitting ideas.
- Allow Group to submit Comments: When the role is in use, depending on the selection Yes or No the members assigned to this role would be permitted or restricted from submitting comments.
- Private: Enabling this switch will allow the particular group to be private that is it would be excluded from the leaderboard in the homepage
Both the Administrators as well as the Global Moderators can assign a member to a community role.
The Administrators can assign the Groups in two ways:
A) Using Assign Members-
1) Search one member or a group of members and then assigning them to a Group
-Search by Email Address: Search one member at a time.
- In Group or Not in Group: Search all the members assigned to an existing group. When the option “In Group” is selected, a drop-down with the list of the existing groups is presented. The Administrator thus can search the members belonging to the chosen community role and assign them to a new group.
Note: A member may be assigned to multiple Groups
The members qualifying the searched criteria are filtered and are then Assigned or Unassigned to the group.
All the members can be selected in one go by checking the small square box appearing on the left of the words ”Members”. Individual members are selected by checking, the square box appearing on the left of each member’s name.
2) On assigning the members to a group, the name of the Group appears in front of the member's name.
Please Note: A banned member even though assigned to the Group will not appear in the search results of that Group
B) Auto Assign By Member Profile Criteria -
This field allows you to auto-assign members to the respective groups as per the answers to the member profile questions. The default Member Profile criteria you would see is "Member Profile Language". In case you have not set as 'No preference' the members will not be assigned to any group. You could add new criteria which is (Member Profile questions created in Member Management) which will help you to assign the members to the respective groups. If you have multiple criteria set the members will be automatically assigned to the group depending upon your selection of "all the criteria" or "any of the criteria" requires to be met.
Please Note: The auto-assignment of members by member profile criteria will be assigned only for answers which is single choice, Single Line Text, Large text/description, US Zipcode, URL/hyperlink, and Date(MM/dd/yyyy). This won't assign answers with Multiple choice and checkbox answers.
Learn more on how to create Member Profile question: https://support.ideascale.com/en/articles/682833-member-profile-questions
C) Auto Assign Group By Email Domain-
Auto Assigned Email Domains: Auto approve members of certain domain by specifying the domains in the Auto-Approve List. Use commas to separate the domain names. Eg. @nasa.com, @nst.com OR can also use .com, .ca, .net,. org
Black Listed Email Domains: We can also ban a list of domains from auto adding them to the groups by specifying them in the assignment method.
Auto Assign all New Members: Enabling this switch, all new members who Register or Join the community will be assigned to that Group automatically.
Question-1: Can we use multiple profile questions to assign members in one group?
Answer: Yes, we can.
Steps are given below-
a) Create member profile questions from the path: Community settings >> Member Management >> Member Profile Questions.
b) Add Multiple profile questions with responses from the path: Community settings>> Member management>> Groups>> Assignment methods>> Turn ON 'Auto assign by member profile criteria'>> Click on 'Add new'>> Select the profile question>> Select the response or type the range.
Please Note: Members will be automatically assigned in the group who have already answered the selected response of the added member profile questions. Otherwise, members will be added to that group when they will answer from the path: My Community activity>> Click on 'Edit profile question'>> Insert the response>> Click on 'Save changes'.
Help article of 'My Community Activity': https://support.ideascale.com/en/articles/682830-participation-faq-s#how-can-i-see-my-activity-within-the-community
Question-2: Can we select multiple responses from a member profile questions to assign a group?
Answer: Yes, we can.
For example, we have a profile question entitled 'Which Country are you from' where responses are Canada, Bangladesh, India, USA, South Africa, etc. Now, if we like to create a group from Asia consisting of country Bangladesh, India then this is possible, all we need is to provide the range in the 'Response' field.
Range: x == "Bangladesh" OR x == "India"
Question-3: Can we add the same profile question twice times for the same group?
Answer: No, we can't as 'This Profile Question is already taken' message appears during the time of adding member profile questions in the same group.
Please Note: We also can't even choose another response (type-single choice) of that profile question in the same group.
Question-4: Can we assign the members in a group while bulk uploading members?
Answer: Yes, it's possible. Just need to enable the 'Set group' switch and choose a group from the dropdown of the 'Select group' field.
Help Article on bulk import: https://support.ideascale.com/publishing-recruiting/bulk-import-members