# Creating and managing workgroups

{% hint style="info" %}
Workgroups can only be created and managed by a Stewardship Organisation or registry Administrator.
{% endhint %}

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 <a href="#creating_a_new_workgroup" id="creating_a_new_workgroup"></a>

**Note:** Workgroups can be archived after creation, but not deleted.

1. Navigate to the desired Stewardship Organisation, then select the 'Workgroups' tab.

<figure><img src="/files/TtWBhWhYHMfR5Rq1D4A1" alt=""><figcaption></figcaption></figure>

2. Select 'Add New Workgroup'.

<figure><img src="/files/AvrfOyegORcyx2pWa8tj" alt=""><figcaption></figcaption></figure>

**Note: If you wish to edit the basic details of an existing workgroup**, select 'Edit' from the 'Workgroups' tab (below).

<figure><img src="/files/1C7er7ohAbVb9RwdYatC" alt=""><figcaption></figcaption></figure>

3. Populate the 'Name' and 'Definition' fields as desired:

<figure><img src="/files/m5RpmA809l3WdndnBNmA" alt=""><figcaption></figcaption></figure>

4. Select what users will be able to see this workgroup via the 'Workgroup Visibility' field.

<figure><img src="/files/VjFt8LRudAjnbTQtfoNd" alt=""><figcaption></figcaption></figure>

5. Select whether this workgroup's metadata will be visible to non-workgroup members via the 'Metadata Vsibility' field.

<figure><img src="/files/6vNg0QW3ZoFiUzkM2kqH" alt=""><figcaption></figcaption></figure>

6. Select whether this workgroup will be displayed in the infoboxes of metadata items that belong to it via the 'Display Options' field.

<figure><img src="/files/gur50LV2Lq9ySMzV0MYw" alt=""><figcaption></figcaption></figure>

**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).

<figure><img src="/files/hKIN0XmUQjtYxKRdiz6f" alt=""><figcaption></figcaption></figure>

7. **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.

<figure><img src="/files/LnqlkDahR1ai6fhagY9A" alt=""><figcaption></figcaption></figure>

8. Select 'Create new Workgroup' once satisfied.

<figure><img src="/files/OslG39ffT9rk3KTx9DqJ" alt=""><figcaption></figcaption></figure>

## How to manage a workgroup <a href="#managing_a_workgroup" id="managing_a_workgroup"></a>

1. Select the 'Workgroups' tab of the relevant Stewardship Organisation.

<figure><img src="/files/XRs8OtODkFPjzwePTEfe" alt=""><figcaption></figcaption></figure>

2\. Select the workgroup you wish to manage.

<figure><img src="/files/QoG63CH2vQbpgT3qQVwA" alt=""><figcaption></figcaption></figure>

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.

<figure><img src="/files/DiqZsdUeSQfoS72GU3pL" alt=""><figcaption></figcaption></figure>

4. **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.

<figure><img src="/files/EyWT5IwUKlZQXL49SEVN" alt=""><figcaption></figcaption></figure>

5. **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.

<figure><img src="/files/dTvw7YR3elXmxXW2KISU" alt=""><figcaption></figcaption></figure>

6. **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.

<figure><img src="/files/EsDvKhHv3p7PMvOm1a6o" alt=""><figcaption></figcaption></figure>

7. **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.

<figure><img src="/files/Oyxse202mYYBNibBtdBC" alt=""><figcaption></figcaption></figure>

8. Select the user(s) you wish to add to the workgroup from the 'User' field.

<figure><img src="/files/ipIn45wdoAzvpHVxJ1mP" alt=""><figcaption></figcaption></figure>

9. Select the role you wish to grant the chosen user(s) from the 'Role' field.

<figure><img src="/files/H4aN9P11eaMtUuUs1Jyd" alt=""><figcaption></figcaption></figure>

10. Select 'Add member'.

<figure><img src="/files/p0k8P6kPZqpGzyURz9ft" alt=""><figcaption></figcaption></figure>

11. **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.

<figure><img src="/files/S0ixds0PxvJI5Dpm7h5a" alt=""><figcaption></figcaption></figure>

12. Select the role you wish to assign to this user from the 'Roles' field.

<figure><img src="/files/4BQ6b3DyVTaHVKCxxAuS" alt=""><figcaption></figcaption></figure>

13. Select 'Change roles'.

<figure><img src="/files/iftLXEDhKuMCuo0MTQfo" alt=""><figcaption></figcaption></figure>

14. **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.

<figure><img src="/files/Pqf0U95ysO9ip9aVQbbt" alt=""><figcaption></figcaption></figure>

15. Select 'Remove user'.

<figure><img src="/files/cEOgERiB89VKEgp0BpVh" alt=""><figcaption></figcaption></figure>

16. **If you wish to adjust workgroup settings**, select the 'Settings' tab.

<figure><img src="/files/53245gCmIk1U0ZhYKxNa" alt=""><figcaption></figcaption></figure>

17. **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.

<figure><img src="/files/rXdoZvpKCMvnueXruiiB" alt=""><figcaption></figcaption></figure>

18. Adjust what users can propose and apply changes using issues via the 'Who can propose changes' and 'Who can apply issue changes' fields respectively.

<figure><img src="/files/9RuHYoGIZd9HkljymGPN" alt=""><figcaption></figcaption></figure>

19. Select 'Save changes' once satisfied.

<figure><img src="/files/xiTHLzu5BUuGvubJa04Y" alt=""><figcaption></figcaption></figure>

20. **If you wish to adjust visibility settings**, select the 'Visibility' tab. **If you do not wish to adjust visibility settings**, proceed to step 26.

<figure><img src="/files/wtLqO4omSDKYKIAQwQyy" alt=""><figcaption></figcaption></figure>

21. Select what users will be able to see this workgroup via the 'Workgroup Visibility' field.

<figure><img src="/files/VjFt8LRudAjnbTQtfoNd" alt=""><figcaption></figcaption></figure>

22. Select whether this workgroup's metadata will be visible to non-workgroup members via the 'Metadata Vsibility' field.

<figure><img src="/files/6vNg0QW3ZoFiUzkM2kqH" alt=""><figcaption></figcaption></figure>

23. Select whether this workgroup will be displayed in the infoboxes of metadata items that belong to it via the 'Display Options' field.

<figure><img src="/files/gur50LV2Lq9ySMzV0MYw" alt=""><figcaption></figcaption></figure>

24. **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.

<figure><img src="/files/LnqlkDahR1ai6fhagY9A" alt=""><figcaption></figcaption></figure>

25. Select 'Save changes' once satisfied.

<figure><img src="/files/XL1QIrGqY5Lbf7qdKBgA" alt=""><figcaption></figcaption></figure>

26. **If you wish to move the workgroup to a different Stewardship Organisation**, select the 'Move Workgroup' tab.

<figure><img src="/files/DhsmZsmabyQJIBG4lOal" alt=""><figcaption></figcaption></figure>

27. Select the Stewardship Organisation you wish to migrate the workgroup to via the 'New Stewardship Organisation' dropdown.

<figure><img src="/files/SV4ERkBKF74MgIsnosG1" alt=""><figcaption></figcaption></figure>

28. Select whether the workgroup's members will be granted membership in the chosen Stewardship Organisation by toggling the 'Migrate memberships' checkbox.

<figure><img src="/files/ZBlsq2ONOWEOQmU9nnWM" alt=""><figcaption></figcaption></figure>

**Note:** If this checkbox is left unticked, all workgroup members will be removed from the workgroup.

29. Select 'Move'.

<figure><img src="/files/VtnWisj7yoTqoSrL3UHK" alt=""><figcaption></figcaption></figure>


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