Intrexx Share 3.0 - Groups

1. General

With groups, you can share content that is related to particular topics with other Intrexx Share users. Via the release options, you can specify precisely which users can see the group and its posts.

1. Create group




Click on "Groups" in the Navigation portlet. This page displays all groups that have been released to you. You can restrict which groups are displayed in the middle area using filters. To create a group, select the "Create group" button at top left of the display.

Group name / Description

Here, you can provide the group with a name and description.

Group image

An image that represents the group can be added here.

Create a post on News that the group was created

You can activate this option to create a post on News that draws other users' attention to the new group.

Release

Intrexx Share differentiates between three different group types:

Activate membership applications

Public groups and groups with limited visibiliy provide non-members with the ability to apply for membership. The group's moderator can confirm or deny the application. For private groups, the moderator can add group members. People who have received a recommendation for a private group, can join the group directly.

3. Overview page




All groups released to you are shown in a responsive layout with a maximum of 4 columns. The release type is shown at the top right of each group image. When the group was last changed is shown beneath the image. The following actions are considered to be a change to the group: Click on the group name to open the page where posts relevant to the group can be created. The group description is shown beneath the name. If the group has restricted visibility or is a public group with an active membership process, a "Apply" button will be shown beneath the relevant group so that you can apply for this group from here. Based on the release or your permission, the number of new posts for the current user and the number of members is shown in the footer of each group tile. The footer also informs you about your status in the group, such as whether you are the moderator ("You are the moderator"), you are a member ("Member") or you need to apply ("Apply").

Members
Click on this button to open a page with an overview of the moderators, members and non-members, who have received a recommendation.



This page can also be added to other pages as the "Group - The team" portlet. Click on a profile picture to access the personal page of the respective user.



Options
If you click on this button next to the name of a group created by you, a menu with the following options will appear:

Edit

Opens a page where the group's master data can be edited.

Members

Opens a page where the group's members can be edited.

Moderators

Opens a page where the group's moderators can be edited.

Recommendations

Opens a page where the group's recommendations can be edited.

Posts on News

Opens a page where you can define whether the group's posts should be shown on News.

Notifications

Opens a page where you can define whether notifications from the group should be delivered.

4. Group - Info and posts




You can open a group by clicking on its image or title.



The same group information is displayed in the left column as on the overview page. You can refresh the middle column, which contains the posts, by clicking on the group image. You can see all members, moderators, recommendations and applications in the right column. Click on a profile picture to see more information about the user. Furthermore, the right column contains portlets with files, which were uploaded in group posts, with the group's connections and the group's chats. Click on "Create chat" to start a new chat with the group.



The number of new posts for the current user is shown in the Navigation portlet.

5. Master data




If you have created the group or are one of its moderators, you can modify the master data by selecting "Edit" from the "Options".



In many ways, this page corresponds to the edit page used to create a new group. By clicking on "Delete", the group can be deleted. The group members will not be informed when a group is deleted. Click on "Save" to save any changes made.

Close group

Activate this setting to close the group. This means posts and comments can no longer be written. Auch Actions such as like, reminder or share are also disabled.

6. Moderators




If you have created the group or are one of its moderators, you can modify the moderators by selecting "Moderators" from the "Options".



If you are a moderator, you can also access this page by clicking on the "You are the moderator" link at the bottom of the group tile. Move the members, who should become moderators, from the "Available" list to the "Selected" list by selecting them and then clicking on . You can deselect moderators by moving them from the the "Selected" list to the "Available" list by selecting them and then clicking on . When you click on "Save", the selected moderators will receive a notification. Moderation can be accepted or declined.

When you create a new group, you will automatically become one of the group's moderators.

In both cases, the user, who offered the moderation to you, will receive a notification as to whether you have accepted or declined the moderation.

7. Members




If you have created the group or are one of its moderators, you can modify the moderators by selecting "Members" from the "Options".



Selecting the members is done in the same way as selecting the moderators. For each individual user, you can see their status with regards to Intrexx Share, yourself or the group (e.g. "Your contact, Recommended"). Users who are added to or removed from the group here will receive a notification informing them about their changed membership status. Users, to whom the group was recommended or who have applied for a membership (but are not yet members) are also listed here. These users cannot be immediately added to the group.

Members can recommend the group

This setting gives members permission to recommend the group to other Share users.

Members are allowed to create connections

Click here for more information.

Synchronize groups, roles, distribution lists, etc. with the user manager

User objects, such as user groups or roles, can be added to the group as members. All portal users in the respective object will then automatically become members of the Intrexx Share group. So that changes made in the user manager are up to date in the group as well, activate this setting.

8. Join group




If membership applications are not activate, you will see the button "Participate" in the middle column. Clicking on this button makes you a member of the group.

9. Leave group




If you no longer wish to be a member of a group, you can leave the group by clicking on the "Member" button at the bottom of the group tile. The moderator will not be informed of your departure. As moderator, you can only leave the group after you have successfully transferred the moderation to another group member

10. Recommendations




If you have created the group or are one of its moderators, you can recommend the group to others by selecting "Recommendations" from the "Options".



Selecting the members is done in the same way as selecting the moderators. When you click on "Save", the recipients will receive a notification and, depending on the configuration of the email settings, an email. Users without an Intrexx Share profile will be informed via email.

11. Membership applications




If membership applications are active, moderators have the ability to decide whether users should become a member of the group or not. In public groups, users can only become members after having applied in this case. Click on "Apply" to apply for membership.



Enter a short explanation and then click on "Send application".



Afterwards, the current status will be shown. The applicant has the option to delete their application provided it has not already been processed by a moderator. The group moderator will not be informed that the application was withdrawn.



The moderator of the group will receive a notification about your application. Additionally, applications will be displayed on the Groups - Info and posts page. The membership application can be processed by clicking on the profile picture.

12. Portlets




On the Group - Info and posts page, the portlets in the right column give you an overview of the current constellation of the group.

Members

Displays the group's members

Recommendations

The people to whom you or other members of the group have sent recommendations can be seen in the "Recommendations" area. These people can join the group directly even if membership applications are active. The people to whom the group has been recommended will continue to be displayed in the "Recommendations" area until they join the group, or decline the membership.

Applications

Displays the colleagues who would like to join the group. The applications of these applicants have not be processed yet.

Group - Files

All files that have been uploaded in posts and comments are displayed here. The file creator, the upload date and the filename with an icon as a link. Depending on the file type, this will download or view the file.

Group - Connections

Click here for more information.

13. Filters




In accordance with a group's release settings and your membership status, you can filter the groups on the overview page. The "Mine" category will limit the groups in the overview to those where you are a moderator or a member.

The "Mine" filter category is default, meaning you need to deactivate it if you want to see all groups released to you in the overview.

"Recommendations" shows the groups, where you are not already a member, for which you have received a recommendation from the respective group members. The "Other" category shows the groups which are public or have restricted visibility and do not already fall into one of the other categories. If more than one category is chosen at once, the overview will show all of the groups that match at least one of the selected categories.



Filters are also available on the Group - Info and posts page. You can filter the posts based on whether they are marked as important, urgent, reminders, favorites or with read confirmations. Click here for more information. The calendar control allows you to filter the posts by specific days or periods.

14. Favorites




There is a star symbol at the top left of each group image. Groups can be added to the favorites by clicking on this. The color of the star will change when you do this. An arrow button is then shown in the Navigation portlet that can be clicked on to reach the favorite groups. All other groups, i.e. groups that are not favorites, are listed under "Posts from other groups". Favorite groups can also be added as a portlet.

15. Chats

You can start a chat with individual members or the whole group here. Click here for more information.