Create a Group

Groups are a powerful feature for content and knowledge sharing and collaboration. Groups can be used to share discussions and posts, and even as a collection of employees to easily assign. Each group has its own visibility and access rules.

Allow Group Creation

First, an Academy Administrator must activate the Groups feature and decide who may create a group. Any member can create a group, but you can control which members can create groups for your Academy. Those groups can be either for corporate knowledge sharing and collaboration and visible only to your employees, or public groups and visible to everybody. The group creator decides who can see and join the group.

Navigation: UKG Learning > Social Workspace > Settings > Groups

1. Expand the Groups section.
2. Activate Groups by turning the toggle on.
3. To allow members to change the group visibility (public or private) of groups without categories, turn the toggle on. The default setting is off. 
4. Select Save when finished.

With Groups activated, you can decide which Roles have permissions to create groups. Go to UKG Learning > Academy Workspace > Academy Admin > Organization > Manage Jobs > Roles and review the Gamification and Social Settings for each role.

Set the permissions per job in UKG Learning > Academy Workspace > Academy Admin > Organization > Set Up Organization > Units > Set Permissions.

Create a Group

When the Groups feature is active, members with the Create Group permission can create groups for each of the entities under their organizational structure.

Navigation: UKG Learning > Social Workspace > Groups > All Groups > + Create Group

Fill in some basic information about your Group and define some basic settings:

1. At the Group title field, enter a name for your group. It is best practice to make the title as clear and concise as possible.
2. At the Description field, enter a description for your group.
3. At the Category field, select a Category from the drop-down list.
4. Select Next.
5. Use the on/off toggle to allow group members to share resources.
6. Use the on/off toggle to allow group members to post on the group feed.
7. Use the on/off toggle to require approval by an Administrator for Feed posts to become public.
8. Use the on/off toggle to allow members to edit their Feed posts
9. Use the on/off toggle to allow group members to create Threads.
10. Use the on/off toggle to allow group members to edit their Threads after posting.
11. Use the on/off toggle to show auto-generated posts on the feed. If on, use the checkboxes to select which auto-generated posts to show.
12. Use the drop-down list to select if your group is available to Team members only or to Team members and guests. This option is only available if you have permission to create groups accessible for guests.
13. Use the on/off toggle to select if the group is public or private. If on (public), everyone with access to the category the group is in can see this group.
14. Use the radio button to select how people can join the group: By adding themselves or By requesting to join.
15. Use the radio button to decide who can view Threads: Everyone or Group members only.
16. Use the radio button to decide who can view the Feed: Everyone or Group members only.
17. Select Next.
18. Add members to your group.
19. Select Create when finished. You are brought to the Group Management screen. Here you can edit your group content.

Note:

• If you assign your Group to the Without Category category, all academy members will be able to see it.
• When the "All wall posts require approval by Admin to become public:" setting is off, the drop-down field "Pending Approval" is not displayed as an option on the post wall.
• Managers cannot create Group Categories by default. They can use the already created categories that they have permission to access. An Administrator can give managers the right to create categories using decentralized permissions. 
• Ensure you have defined the Group category permissions and have selected the job(s), Above Unit(s), and Unit(s) that should have access to this category. From the Social workspace, select Groups > Categories, locate the section and select Go to categories. Locate the Category and select the lock icon to open the group permissions page.