User Groups

• Overview
• Creating a User Group
• Searching for User Groups
• Adding a User to a User Group

Overview

User groups are a convenient way to group SmartOffice users in a way that simplifies certain actions in the system, such as:

- Adding user participants to an activity

- Selecting the users who will receive a SmartPad entry as an alert and e-mail

- Selecting favorite users

- Assigning users to a contact or other record

- Selecting the users who can view a privatized record

• Multiple-user selection: Selecting a user group is generally faster than selecting users individually when performing actions like these:
• Custom field visibility: SmartOffice can display different custom fields to different user groups. See Contacts and Businesses - Custom Content Link.

Creating a User Group

1. On the side menu, select Setup \> User Groups.
2. In the Search Groups dialog box, click the New button to open the User Group dialog box.

1. (Optional) If the members of the group also belong to an e-mail list within the organization, enter that address in the E-mail field. When that address is specified, selecting the Receive Alert Notifications Outside of SmartOffice at the above E-mail option notifies users by e-mail if the group is added to an activity and if those users have chosen to receive alerts by e-mail. For information, see Activity Alerts.
2. Enter the group name and a full name (i.e., a more detailed description of the group).
3. Click the OK button.

Searching for User Groups

1. On the side menu, select Setup \> User Groups.
2. In the Search Groups dialog box, enter the full or partial name of a particular group, or leave the Group Name field blank to display a list of all user groups.
3. Click the Search button.

Adding a User to a User Group

1. Search for the user group.
2. Open the user group record.
3. Click the User Group Members content link to display a list of users belonging to the group.

1. Select Menu \> New 'Group Members' record.
2. When the list of users displays, tag the users to be added to the group.
3. Click the OK button.