Groups view

Groups are created and used to better organize the employees, tasks and projects in your database. They are useful to group information for reports and as sorting and filtering options in various views. Example: Find all employees with the 'Engineer' selected as their group. Groups are particularly useful when you have a large number of projects or employees..

 

The Groups view is where you manage Groups used throughout the software. Their use is completely optional. This topic details the Groups view and all properties included in a Group profile (name, type, etc.) and how these properties are used in the rest of the software.

 

How groups work...

  • You create the groups in this view.

  • You apply them to projects, tasks or employees in their respective property windows.

  • You can sort certain list-type views by group or search for items using groups.


In this topic...

 

Navigating the view

Creating a new group

Group properties

Export/Save group list

Merge groups

 

Navigating the Groups view

ClosedHow to navigate and search the view

 

All Groups in the database are listed in this view.

 

SORT - You can sort the list by clicking on a specific column header's name. The column used for sorting is identified with a small arrow next to that column's name. You can sort up (A-Z, 0-9) or down.


 

 

SEARCH

Use the search box to locate a specific item in the view. The search looks for matching data in the displayed columns (excluding dates).

  • Type in the text and press Enter to return any data that includes the text entered. Do not enter wildcards as these are automatically used.

  • Click the graphic to clear the search parameters and return to the full list.

  • To search only in a particular column, type the column name followed by a colon (:) and then the term you want to find

    • Example: Type  group: support to only display the items in the view that have a group that includes the term 'support'

 

 

 

Creating a new group

  1. Click the Create Group button in the upper right corner.

  2. Enter a Name for the group.

  3. Select a Type for the group.

  4. All other fields are optional (see property details that follow).

  5. Click Finish.

The group is now available as an optional attribute in an employee, project or task's properties.

Group properties

To edit or view a group's properties, click the group's Edit button.

 

Name: The group name.

Description: A description for the group (up to 250 characters)

Type: The type of group (project, task or employee). Note that the Type field is only displayed when you are creating the group. Once the new group is saved (click Finish), this field hidden and therefore cannot be changed.

Limited Access: Select which managers or Access Groups can access this group. Only the selected managers (or members of the selected access groups) are permitted to use, view and report on this group.

Depending on which limited access operating mode is enabled, either a list of manager names or a hierarchical tree of access groups is displayed in the limited access drop-down list. See Notes that follow.

    • Check the managers (or access groups) who require access to this item.

    • Click anywhere outside the Limited Access window to close the list.

Notes:

 

Flag for Archive:  Check the archive box if you want to remove this group from the database the next time the Archive Database function is run.

Note: The archive option is only available when editing an existing group.

 

Export

The Export button allows you to export/save the view's list in one of many formats (PDF, xlsx, csv, etc.). The exported file only includes those items checked in the view. If something is not displayed in the list, it is likely because the Search function was used to reduce the items in the view.

  1. Check the items to export.

  2. Click the Export button located above the list of items.

  3. Select the file format (PDF, xlsx, csv, etc).

  4. Depending on which web browser you are using, the file is automatically downloaded or you are prompted with Download/Open, Save or Save As options. Select one to complete the export/save process.

 

Merge groups

As the number of groups increases in number through time, it may be advantageous to merge certain groups to manage this growing list.

 

  • You can merge 2 or more groups together. Example: Merge the Testing and QA Testing groups into the Testing group.

  • You can merge 2 or more groups into a different group. Example: Merge the Testing and QA Testing groups into Quality Assurance group.


Note: You can only merge groups that are of the same type.


  1. Check at least 1 group to merge. When checked, a More (ellipsis) button is enabled above the column of checkboxes.

  2. Click the blue ellipsis button located above the column of checkboxes and select Merge groups.

  3. From the Merge into drop-down list, select which group that the checked group(s) (Step 1 above) will be merged with.

  4. Click Merge.