Creating and managing workgroups
A workgroup is an administrative collection of people working together to create a set of metadata for a specific purpose. A workgroup exists within and beneath a Stewardship Organisation, and its members can be comprised only of users that are already members of its parent Stewardship Organisation.
Stewardship Organisation Administrators can create a workgroup for their Stewardship Organisation, and subsequently manage its members and settings.
How to create a workgroup
Note: Workgroups can be archived after creation, but not deleted.
Navigate to the desired Stewardship Organisation, then select the 'Workgroups' tab.
Select 'Add New Workgroup'.
Note: If you wish to edit the basic details of an existing workgroup, select 'Edit' from the 'Workgroups' tab (below).
Populate the 'Name' and 'Definition' fields as desired:
Select what users will be able to see this workgroup via the 'Workgroup Visibility' field.
Select whether this workgroup's metadata will be visible to non-workgroup members via the 'Metadata Vsibility' field.
Select whether this workgroup will be displayed in the infoboxes of metadata items that belong to it via the 'Display Options' field.
Note: If the 'Allow workgroup managers to select to show this Workgroup on each item page' option is selected, workgroup Managers can choose whether or not to display workgroup association on a per-item basis by navigating to the relevant item page and selecting 'Show workgroup association' from its 'Actions' dropdown (below).
If you wish to display this workgroup's contact information on its homepage, select 'Display contact email on workgroup homepage' and populate the 'Contact email' field with the relevant email address.
Select 'Create new Workgroup' once satisfied.
How to manage a workgroup
Select the 'Workgroups' tab of the relevant Stewardship Organisation.
2. Select the workgroup you wish to manage.
3. If you wish to manage workgroup discussions, select the 'Discussions' tab. From here, you can create, edit and contribute to discussions relevant to this workgroup and its metadata.
If you wish to manage workgroup issues, Select the 'Issues' tab. From here you can create, edit and contribute to issues relevant to this workgroup and its metadata.
If you wish to manage workgroup reviews, Select the 'Reviews' tab. From here you can create, edit and contribute to issues relevant to this workgroup and its metadata.
If you wish to add, change the role of or remove workgroup members, select the 'Members' tab. If you do not wish to add, change the role of or remove workgroup members, proceed to step 16.
If you wish to add a user to this workgroup, select 'Add a user'. If you do not wish to add a user to this workgroup, proceed to step 11.
Select the user(s) you wish to add to the workgroup from the 'User' field.
Select the role you wish to grant the chosen user(s) from the 'Role' field.
Select 'Add member'.
If you wish to change the role of a workgroup member, select the settings icon from their row in the 'Members' tab, then select 'Change roles'. If you do not wish to change the role of a workgroup member, proceed to step 14.
Select the role you wish to assign to this user from the 'Roles' field.
Select 'Change roles'.
If you wish to remove a user from the workgroup, select the settings icon from their row in the 'Members' tab, then select 'Remove from this group.' If you do not wish to remove a user from the workgroup, proceed to step 16.
Select 'Remove user'.
If you wish to adjust workgroup settings, select the 'Settings' tab.
If you wish to adjust general workgroup settings, adjust the 'Name' and 'Definition' fields as desired. If you do not wish to adjust general workgroup settings, proceed to step 20.
Adjust what users can propose and apply changes using issues via the 'Who can propose changes' and 'Who can apply issue changes' fields respectively.
Select 'Save changes' once satisfied.
If you wish to adjust visibility settings, select the 'Visibility' tab. If you do not wish to adjust visibility settings, proceed to step 26.
Select what users will be able to see this workgroup via the 'Workgroup Visibility' field.
Select whether this workgroup's metadata will be visible to non-workgroup members via the 'Metadata Vsibility' field.
Select whether this workgroup will be displayed in the infoboxes of metadata items that belong to it via the 'Display Options' field.
If you wish to display this workgroup's contact information on its homepage, select 'Display contact email on workgroup homepage' and populate the 'Contact email' field with the relevant email address.
Select 'Save changes' once satisfied.
If you wish to move the workgroup to a different Stewardship Organisation, select the 'Move Workgroup' tab.
Select the Stewardship Organisation you wish to migrate the workgroup to via the 'New Stewardship Organisation' dropdown.
Select whether the workgroup's members will be granted membership in the chosen Stewardship Organisation by toggling the 'Migrate memberships' checkbox.
Note: If this checkbox is left unticked, all workgroup members will be removed from the workgroup.
Select 'Move'.
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