The Groups page allows Organization administrators to define groups of Covata users with whom files/Secure Objects can be shared. (For more information about Secure Objects, see Administering files.)
Permission to share a file/Secure Object with a group of users is granted through the group's association with a classification, which in turn is specified when sharing the file.
Belongs to any group, which in turn is associated with a classification, then that Covata user can be shared a file when this classification is specified.
Is not associated with a classification (by virtue of their account not being a member of any group associated with this classification), then that Covata user cannot be shared a file when this classification is specified.
Name - A name that best describes the group's members (i.e. Covata users) in a short sentence.
Description ( Optional ) - A longer description to provide more information about the group. Be aware that the value of this field is only visible when this group is subsequently edited (in the Edit group dialog box).
Click Save and the new group is added and will appear as a new entry on the Groups page. Notes:
In the Members column, click the numbered link associated with the group whose existing Covata users are to be modified. This opens the 'group's members' dialog box.
In this dialog box, any Covata users whose email addresses appear in the Group members section on the right are already members of the group:
To do the following:
Do this:
Which results in this:
Add a user to the group
Click the email address of that user in the Available users section.
Transfers that user to the Group members section.
Remove a user from the group
Click the email address of that user in the Group members section.
Transfers that user to the Available users section.
Find specific users by filtering them (making it easier to add or remove them above)
In either the Available users or Group members sections, begin typing (into its respective Filter... box) a series of characters contained in the Covata users' email addresses.
The list of users (in their respective section/s) being filtered to those whose email address contains the subset of characters entered into its Filter... box.
Add all users to the group
Click the
(Add all) button in the Available users section.
Transfers all remaining users in this section to Group members.
Remove all users from the group
Click the
(Remove all) button in the Group members section.
Transfers all remaining users in this section to Available users.
Click Save and the group's membership will be modified accordingly. The number in the Members column associated with this group is updated to reflect the total number of Covata users that were in Group members section (just before clicking Save). Note: To associate this group (of one or more Covata users) with one or more classifications (which would then allow these classifications to restrict file sharing to these Covata users), see Modifying classifications on an existing group.
Modifying classifications on an existing group
To modify the association of classifications with an existing group:
Sign in to Safe Share Organization Administration.
In the Permissions column, click the numbered link associated with the group whose existing classifications are to be modified. This opens the 'group's classifications' dialog box.
In this dialog box, any classifications which appear in the Group classifications section on the right are already associated with the group:
To do the following:
Do this:
Which results in this:
Add a classification to the group
Click the classification in the Available classifications section.
Transfers that classification to the Group classifications section.
Remove a classification from the group
Click the classification in the Group classifications section.
Transfers that classification to the Available classifications section.
Find specific classifications by filtering them (making it easier to add or remove them above)
In either the Available classifications or Group classifications sections, begin typing (into its respective Filter... box) a series of characters contained in the classification's name.
The list of classifications (in their respective section/s) being filtered to those whose name contains the subset of characters entered into its Filter... box.
Add all classifications to the group
Click the
(Add all) button in the Available classifications section.
Transfers all remaining classifications in this section to Group classifications.
Remove all classifications from the group
Click the
(Remove all) button in the Group classifications section.
Transfers all remaining classifications in this section to Available classifications.
Click Save and the group's classifications will be modified accordingly. The number in the Permissions column associated with this group is updated to reflect the total number of classifications that were in Group classifications section (just before clicking Save). Note: To add one or more Covata users to this group, which would then allow these classifications to restrict file sharing to these Covata users (including any others who are members of this group), see Modifying users in an existing group.
Editing an existing group
Editing an existing group allows modification of the group's Name and Description. This functionality can also be used to view a group's Description.
To edit an existing group in your organization:
Sign in to Safe Share Organization Administration.
Locate/scroll to the relevant group and click its Edit link.
In the Edit group dialog box, modify the:
Name - A name that best describes its members (i.e. Covata users) in a short sentence.
Description ( Optional ) - A longer description to provide more information about the group. Be aware that this field is only visible from this dialog box.
Click Save and the group's Name and Description are updated accordingly. Note: Due to a minor bug that will be fixed in a future product release, it is currently not possible to clear the Description field once any text has been added.
Therefore, if a Covata user was shared a file/Secure Object with a classification that is associated with one or more groups (of which the user is also a member) and the removal of one of these groups results in the user:
Still remaining associated with this classification (through the classification's association with other groups to which the user is also a member), then the user will still have access to this file/Secure Object.
Losing their association with this classification (because the user was not a member of any other group that had an association with this classification), then the user loses access to this file/Secure Object.
To remove an existing group from your organization:
Sign in to Safe Share Organization Administration.
