How Do I Manage Work Groups

You can group your organization's users into work groups to distribute the management of contractual resources based on selected countries and product families in the Omnissa Commerce Portal. Work groups offer the flexibility to define the responsiblities of your users by limiting their visibility and management of contractual resources. You can activate, create, edit, preview, remove, and deactivate a work group. You can also move users to different work groups.

Every work group has a set of designated work group items which limit the visibility and management of contractual resources for all users in a workgroup. There are two categories of customizable work group items: Cloud Services Provider countries and product families. Once in a work group, users can only view and manage contractual resources which meet the work group item permissions granted to their work group. Contractual resources include:

• Contracts in the Contracts menu.

• Monthly billing orders (MBOs) in the Monthly Reporting menu.

• Tasks awaiting action in the organization's task inbox.

Note: At this time, the data displayed for users in the Dashboard menu is not affected by their work group settings. When you enable the work groups feature, every user in your organization must belong to a work group. Users cannot be part of more than one work group.

How do I activate the work groups feature

Before you can start managing work groups for your organization, you must enable the work group feature from your organization settings.

You are logged in with an account that has the Administrator and Operations roles assigned.

1. On the Commerce Portal toolbar, expand the drop-down menu next to your user name and click Organization.

   

2. Under Settings, click Change next to Work Groups.

3. On the pop-up window that appears, click Change.

You have successfully activated the work group feature for your organization.

All users in your organization are automatically added to the All work group, visible in the Users > Manage Work Groups menu. The All work group grants full access to the contractual resources of your organization.

1. Create a new custom work group
2. Move users to the new work group.

How do I create a new work group

You create a work group and select its work group items.

• You are logged in with an account that has the Administrator role assigned.
• The work groups feature is activated for your organization.

1. On the Commerce Portal toolbar, click Users > Manage Work Groups.

   
   

2. To add a new work group, click +New Work Group.

3. Enter a name for the work group.

4. To start adding work group items, click Add.

5. From the Configure Countries tab, select the countries you want to assign to the work group.

   
   

   1. Select which countries to display in the Applicable Cloud Services Provider Countries list.

      • Select all countries:If this option is selected, all countries are selected to be managed by the work group and no resource limitations based on country are imposed on its users. The country selection panel disappears.
      • Select from local region: If this option is selected, only countries from your local geographical region appear in the Applicable Cloud Services Provider Countries list.
      • Select from all regions: If this option is selected, all countries appear in the Applicable Cloud Services Provider Countries list. This option is only applicable if you have contracts with Cloud Services Providers in more than one geographical region.

   2. If you selected Select from local region or Select from all regions, select a country from the Applicable Cloud Services Provider Countries list by clicking on it. You can select multiple countries at once by holding SHIFT or CTRL.

   3. Use the arrow buttons to move countries in or out of the Selected Countries list.

6. From the Configure Product Families tab, select which product families to assign to the work group.

   1. To assign all product families to the work group, select Select all product families.

   2. Select a product family from the Applicable Product Families list by clicking on it. You can select multiple product families at once by holding SHIFT or CTRL.

   3. Use the arrow buttons to move product families in or out of the Selected Product Families list.

7. To finalize the addition of the work group items, click Add.

8. To confirm the creation of the work group, click Save.

You have successfully created a new work group with a set of assigned work group items. The new work group appears in the Users > Manage Work Groups menu.

Users added to the work group have limited access to contractual resources based on the items assigned to the work group.

How do I move users to a different work group

You can move users from one work group to another.

• You are logged in with an account that has the Administrator role assigned.
• The work groups feature is enabled for your organization.

When you first enable the work groups feature, all users are automatically moved to the default All work group. To assign users to a different work group, you move them from the All work group.

Note: Users can only be part of one work group at a time.

1. On the Commerce Portal toolbar, click Users > Manage Work Groups.

   
   

2. From the list of work groups on the left, select the current work group of the users you want to move.

3. Click Members.

   
   

4. From the list of work group members, select one or more users.

   You can select all users at once by selecting the check box in the table's leftmost column header.

5. To move users to a different work group, click Move.

   A pop-up window appears.

6. To select a new work group for the users, enter strings in the search box or use the drop-down menu.

7. To confirm the move, click OK.

The users are successfully moved to the selected work group. Their access to contractual resources is adjusted based on the work group items assigned to the selected work group.

How do I edit the configuration of a work group

You can rename a work group or change its assigned work group items.

• You are logged in with an account that has the Administrator role assigned.
• The work groups feature is enabled for your organization.

Note:

The default All work group cannot be modified.

1. On the Commerce Portal toolbar, click Users > Manage Work Groups.

2. From the list of work groups on the left, select the work group you want to edit.

3. Rename the work group.

   1. Click Actions > Rename.

   2. Enter a new name and click Save.

4. Edit the configuration of work group items.

   1. Click Actions > Edit Configuration.

   2. Click the note () icon.

   3. From the Configure Countries tab, select which countries to display in the Applicable Cloud Services Provider Countries list.

      • Select all countries: If this option is selected, all countries are selected to be managed by the work group and no resource limitations based on country are imposed on its users. The country selection panel disappears.
      • Select from local region: If this option is selected, only countries from your local geographical region appear in the Applicable Cloud Services Provider Countries list.
      • Select from all regions: If this option is selected, all countries appear in the Applicable Cloud Services Provider Countries list. This option is only applicable if you have contracts with Cloud Services Providers in more than one geographical region.

   4. If you selected Select from local region or Select from all regions, select a country from the Applicable Cloud Services Provider Countries list by clicking on it. You can select multiple countries at once by holding SHIFT or CTRL.

   5. Use the arrow buttons to move countries in or out of the Selected Countries list.

   6. From the Configure Product Families tab, move product families in or out of theSelected Product Families list using the arrow buttons.

   7. To assign all product families to the work group, select Select all product families.

   8. To confirm editing the work group items, click Add.

5. To confirm editing the work group, click Save.

You have successfully edited the configuration of the selected work group.

How do I preview a work group

If you want to test the setting and restrictions of a work group, you can preview the work group. When in preview mode, you have the same visibility and access to resources as a member of the previewed work group.

• You are logged in with an account that has the Administrator role assigned.
• You have created at least one work group which you can preview.

1. Preview a work group.

   • To preview from Work Groups menu
     1. Click Users > Work Groups
     2. On the left, select the work group which you want to preview.
     3. Click Preview.
   • To preview from Commerce Portal toolbar
     1. Expand the drop-down menu next to your user name and click Work Group Preview.
     2. Select one of the work groups available in your organization.
     3. Click OK.
   • You are redirected to the preview mode of the selected work group.

2. To test the access and restrictions of the work group, browse through the Commerce Portal menus.

3. When ready to exit preview mode, expand the drop-down menu next to your user name and click Exit Preview Mode.

How do I remove a work group

If you no longer have to use a work group, you can remove it from your list of work groups.

• You are logged in with an account that has the Administrator role assigned.
• The work groups feature is enabled for your organization.
• The work group you want to remove has no members in it.

Note: The default All work group cannot be removed.

1. On the Commerce Portal toolbar, click Users > Manage Work Groups.

2. Select the work group you want to remove from your list of work groups and click Actions > Delete.

   

   If you cannot see the Delete option, make sure that the work group is empty and try again.

3. To confirm the removal, click Yes.

The work group is removed from your list of work groups.

How do I deactivate the work groups feature

You can deactivate the work groups feature if you want to revert the contractual resource visibility and management capabilities of your users back to their ordinary state.

• You are logged in with an account that has the Administrator and Operations roles assigned.
• The work groups feature is enabled for your organization.

When you deactivate the work groups feature, your work group settings become inactive but are not deleted. If you decide to re-enable work groups later, all previous work group configurations become active again.

1. On the Commerce Portal toolbar, expand the drop-down menu next to your user name and click Organization.

   
   

2. Under Settings, click Change next to Work Groups.

3. On the pop-up window that appears, click Change.

You have successfully disabled the work groups feature for your organization.

All users who previously had their access limited by work groups can now access all contractual resources of your organization.