AT&T Office@Hand

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Office@Hand: User Groups Overview
Article #9228

What are User groups? How do I access the Office@Hand User groups? How do I set up User groups?

The Office@Hand User groups feature associates users based on the organization’s hierarchy. Administrators can create User groups and assign who gets to manage the group. They control who gets access to view or create User groups. Group managers are responsible for managing and modifying the group members’ settings as allowed by the Administrator. They can access and customize the group’s Reports, as well as view the Call Log of each User group member. 

Super Admins, User Admins, and any other User with correct permissions can create and assign members to a User group. Several User groups can be created as required for your organization. A flat, non-nested group structure is currently supported. Users may belong to multiple groups. For example, a director with 2 team managers (and their team members) will need to have 3 User groups created: one group for each of the team managers and an overall group for the director that includes both team managers.

IMPORTANT: When a User is assigned to be a User Group manager, the User automatically inherits certain permissions that work in combination with the role assigned to the User.

Check Office@Hand: User Roles and Permissions for more information.

Key Features and Benefits

  • User groups facilitate the organization of custom groups under an assigned Group manager.
  • Allows Users to belong to multiple groups.  
  • Group managers can access and modify all the group members’ User Details. 
  • Group managers can view the group members’ Reports data and Call Log.  

Availability

This feature is available to Office@Hand Premium and Enterprise editions.

Limitations

  • A Group manager must also be a member of the group.
  • There can only be one Group manager.  
  • A User group must have at least 1 member. 

This article discusses the responsibilities of Administrators as related to User groups. Click on links below to learn more:

See Also

Office@Hand: Managing User groups shows how Group managers can log in to the Office@Hand Online account to access or manage User groups.

Creating a User group on the Office@Hand Online account

Creating a User group involves adding members to the group and assigning a Group manager who can modify the members’ settings and view their Call Logs and Reports. The User groups option in Templates can help simplify the assignment of Users to User groups. 

IMPORTANT: When a User is assigned to be a User Group manager, the User automatically inherits certain permissions that work in combination with the role assigned to the User. You may review Office@Hand: User Roles and Permissions for more information.

Follow the steps below to create a User group:

  1. Log in as an Administrator to your Office@Hand Online account.
  2. Go to Users > User Groups.

    Go to Users > User groups. 

  3. If you are creating a User group for the first time, click Create.

    Click Create

    Otherwise, click New Group if User group/s already exist.

    Click New Group if user groups already exist.

  4. Describe User Group: Provide a Name for your group. Entering a Description will help you identify the group on the list later on. Consider including information about the permission or types of users in the group.

    Click Next.

    Click Next.

  5. Add Members: Check the User/s that need to be added as member/s of the User group.

    Click Next.

    Click Next

  6. Select Group Manager: Select the Group manager from the list.

    Click Done.

    Click Done

    A notification window appears after the User group has been created.

    Click the X button to close the window.

    Click the X button to close the window.

Editing User group Settings from the User groups menu

A User group’s settings can be modified through the User groups menu on the Office@Hand Online account. Follow the steps below to learn more.

  1. Log in as an Administrator to your Office@Hand Online account.
  2. Go to Users > User groups

    Go to Users > User groups. 

  3. Click the name of the User group that needs to be edited.

    Click name of the user group that needs to be edited.

  4. Click Edit.

    Click Edit.

    Click on links below to learn more: 

Editing the User group Details

Follow the steps below to change the group’s Name/Group Manager/Description: 

  1. Click the Overview tab.

    Click the overview tab

  2. Edit the name or description in the boxes provided, if needed.

    Edit name or description in boxes

  3. To change the Group manager, click Change.

    Click Change

  4. Select the new Group manager, then click Done.
    IMPORTANT: The Group manager must have at least a User Admin role and permission to access the group manager interface. You may review Office@Hand: User Roles and Permissions for more information.

    Click Done

  5. Click Save once the changes were made.  

    Click Save

Deleting a User group

Follow the steps below to change the group’s Name/Group Manager/Description: 

  1. Click the Overview tab.

    Click the overview tab

  2. Click Delete.

    Click Delete

  3. Click Yes to confirm User group deletion.
    IMPORTANT: The members will be removed from the group and the Group manager will lose some privileges.  

    Click Yes

Adding members to the User group

  1. Click the Members tab.

    Click the Members tab

  2. Click Add Member.

    Click Add Member

  3. Check the name/s of the User/s, then click Add.
    TIP: Use the Search box or the Department drop­down box to easily find Users.

    Click Add

Removing User group members

  1. Click the Members tab.

    Click the Members tab

  2. To delete a member: click Remove.

    Click Remove

    To delete several members: click the names of the members, then click Remove.

    Click Remove

    TIP: Use the Search box or the Department drop-down box to easily find Users.
    An Alert dialogue window appears if a Group manager is about to be deleted. You will be prompted to assign a new Group manager. first. Click OK.  

    Click OK

Adding or Removing a User from several groups on the Online account’s User Details menu

Administrators can add or remove a User from several groups using the Office@Hand Online account. This can be done by opening the member’s User Details, as shown below: 

  1. Log in as an Administrator to your Office@Hand Online account.
  2. Click Users.

    Click Users.

  3. On the User list, click the name of the User whose settings need to be modified.

    Click the name of the user to be modified.

  4. Go to User Details > Settings & Permissions. Click Edit under User Groups.

    Go to User Details > Settings & Permissions. Click Edit under User Groups.

  5. Check the group/s where the User needs to be added.

    Uncheck the group/s to unlist the User from the group/s.

    Click Save.

    Note: A User can be added to multiple groups. 

    Click Save

User Groups Frequently Asked Questions

  1. How many managers can there be per group

    Current functionality only supports one Group manager per User group.

  2. Can we have nested groups?

    At this time only a flat structure is supported. So, if a manager has two team managers (and their team members) reporting to the manager we’ll need to create 3 user groups. Each team manager to have their own and the overall manager could manage a group with everyone in there.

  3. Do I need to update roles or permissions for the User Group manager?

    No. When a user is assigned to be a User Group manager, the user automatically inherits some permissions. This is done by way of a secondary role that is in effect in the background and cannot be modified by the Administrator. This works in conjunction with the role assigned to the User in the user administration section.For your reference, you may review the list of Office@Hand User Roles and Permissions.

  4. Which role wins?  If the primary role has more permissions than the group manager role, what happens?

    The Group manager’s existing role (as Super Admin, User Admin, etc) combines with his role as a Group manager. You must ensure that his existing role has the right permissions as needed so that his User access is controlled. You can review and modify his User role through the Office@Hand Online Account if necessary.

See Also:

Office@Hand: User Templates 
Office@Hand: Managing User groups  
Office@Hand: User Roles and Permissions  

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