Group Management

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Manage your group to better collaborate with your coworkers. Find out how to make a coworker an admin of your group, or discover your Workplace group insights.

You must be a group admin to pin a post.
To pin a post in a group:
  1. From the group, find the post you'd like to pin.
  2. Click and select Pin Post.
The most recently pinned post will be shown first at the top of the group feed.
To choose one post to be at the top of the pinned posts:
  1. Go to the pinned post you want to put on the top.
  2. Click and select Move to Top.
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If you're an admin of a group, you can archive the group instead of deleting it. When a group is archived, it will be clearly indicated at the top of the group and no new members can join the group. You can reverse the action of archiving a group by unarchiving it at any time.
Archive a Group
To archive a group:
  1. Go to the group you want to archive and click below the cover photo, then click Admin Options.
  2. Scroll down to Archive Group, and click Archive next to it.
  3. Click Confirm.
Keep in mind that when you archive a group, members will still be able to visit the group, but they won't be able to add people, create posts, like or comment.
Unarchive a Group
To unarchive a group, go to the group and click Unarchive Group at the top of the group feed, then click Confirm.
When you unarchive a group, all admins, moderators and members will be able to create posts, like, comment and more.
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Coworkers on Workplace often use a mix of chat and Teams & Projects groups to collaborate. We want to make the experience of moving between chat and posts as seamless as possible. We've redesigned the Teams & Projects group type so a chat is automatically synced with it. Chat and group members stay in sync as people join and leave so that conversations can move easily between the two. The ability to chat in real time within these groups will make it even easier for teams to work together, by providing a simple way for coworkers to stay in touch throughout the day.
Some changes have been made to the Teams & Projects group type to allow for the change:
  • The group can have up to 250 members.
  • The group and chat will have the same synced members, name and cover photo.
  • There are no group moderators, only group admins.
  • Teams & Projects groups don't allow for automated group membership like “Add Teams to Groups”.
  • To link a chat to a group, a group admin can go to the Group Settings page.
What will happen to my existing Teams & Projects groups?
If you have a Teams & Projects group that meets the criteria above already, there will be no change. We're migrating all other existing Teams & Projects groups to Discussion Groups and chats will be unlinked. Unlinked chats will still exist, they just won't be attached to the group.
How will I know which groups are impacted?
If any groups that you are an admin of are impacted you will:
  1. Receive an email with a list of all impacted groups.
  2. See a notice on the top of every impacted group allowing you to Manage Settings or Unlink Chat.
If no action is taken, impacted Teams & Projects groups will move to a discussion group and chat will be unlinked. A new notice will be shown at the top of every unlinked group, allowing admins to relink chat.
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We have removed Buy & Sell groups in order to better your Workplace experience.
For existing Buy & Sell groups:
  • All existing Buy & Sell groups will become social groups.
  • All existing Buy & Sell posts will remain.
  • No new Buy & Sell posts can be created.
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Members
If you're a group admin, you can choose to approve who joins your group.
To turn on membership approval:
  1. From the group, click below the group's cover photo.
  2. Click Admin Options.
  3. Click next to Who Can Approve Member Requests, select Only admins and moderators.
  4. Click Save at the bottom.
If you're a group admin, you can also save time by automatically approving member requests from people who are already in your other groups.
To turn on automatic membership approval:
  1. From the group, click below the group's cover photo.
  2. Click Admin Options.
  3. Click next to Who Is Preapproved to Join.
  4. Select a group by clicking the box next to it.
  5. Click Save.
Note: You can remove groups from automatic membership approval by going to Who Is Preapproved to Join, clicking to uncheck the box next to the group's name and then clicking Save.
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You can add coworkers to a group one by one, or you can import a list of coworkers.
To add a coworker to a group:
  1. From the group, click Add People below the group's cover photo. You may need to click first.
  2. Type the names of the coworkers you want to add, then click Add.
To import a list of coworkers to a group:
  1. From the group, click Add People below the group's cover photo. You may need to click first.
  2. Click Import, then click Import File. If you don't have a file yet, you can click Download CSV Template to create a new file.
  3. Select the file you want to upload and click Open.
  4. Review the list of coworkers, then click Invite All.
Note: You will only be able to invite up to 2,000 coworkers at a time.
Keep in mind that you can also add coworkers to a group by sending them an invite link. To do this, after clicking Add People, copy the link next to Share a group invite link and share it with your coworkers.
Once you add coworkers to the group, they'll be able to see and comment on posts made to the group.
If you try to add people who are not yet on Workplace (using their email address) and your community settings allow you to invite new users, a new user account will be created.
Groups with synced chat
If your group includes a synced chat, you will not be able to add more than 250 members.
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You must be an admin of the group to remove coworkers from a group.
To remove a coworker from a group:
  1. From the group, click Members below the group's name. You may need to click More first.
  2. Click next to the coworker you'd like to remove.
  3. Click Remove member.
  4. You may click the box next to the additional action you want to take or leave it blank, then click Next.
  5. Click Confirm.
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Group admins can decide who is able to post into their group and whether posts need to be individually approved by an admin or moderator.
Posting permissions can be given to:
  • Group admins only.
  • All group members.
  • Anyone within your organization, even if they aren’t a member of your group.
If you’d like anyone to be able to post in your group without joining, it will need to be an open group.
Change posting permissions for your group
To change posting permissions for your group:
  1. Click below the group's cover photo.
  2. Click Admin options.
  3. Click next to Who Can Post, select Anyone in the group, Only admins or Anyone in the community.
Require admin or moderator approval for all new posts
To make it so that all new posts will need to be approved before being seen by other group members:
  1. Click below the group's cover photo.
  2. Click Admin options.
  3. Click next to Approve All Member Posts.
  4. Select either On to require approval for all posts, or Off to let members post directly to the group.
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You can create auto membership rules so that people with specific profile fields can easily be added to your group. To add members by auto membership, you will need to be a group admin.
To add rules for auto membership from your computer:
  1. From the group, click below the group's cover photo.
  2. Click Admin Options.
  3. Click next to Set Membership Rules.
  4. Click Add Criteria.
  5. From drop-down menu, select the rules for the profiles you would like to automatically grant access to your group.
You can choose the following profile details:
  • Department
  • Job Title
  • Location
  • Manager
  • Start Date
  • Division
  • Organization
Members are added to the group as soon as you click Add People on the auto membership rules. They will continue to be added when their profiles are updated and meet the requirements set by the group admin in the rules.
Disabling auto membership for your Workplace
If a system admin doesn't want auto membership enabled for their organization, they can turn it off:
  1. Click Admin Panel in the left menu of Workplace.
  2. Click Settings, then click Company Settings. You may be asked to enter your password first.
  3. Click next to Automatic membership, then click Turn Off to disable the feature.
Note: Once members are in the group, they will not be removed from it if they no longer meet the Auto Membership requirements.
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Files and photos
To add a file to your message on Workplace when you're logged in from your computer:
  1. Click in the left panel of Workplace.
  2. Click at the bottom of the chat, then select .
  3. Choose the file you'd like to send.
  4. Complete your message and press Enter to send.
When you include a link to a website in your message (ex: a video or article), a preview of the link will be added to the conversation. Once the preview appears, you can delete the link to just send the preview.
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To view all the photos, videos and files shared in a Workplace chat conversation on your computer:
  1. Click in the left panel of Workplace.
  2. Open a chat with a coworker or group of coworkers.
  3. Navigate to Shared to the right of the chat.
  4. From there, you'll be able to see all media and files shared within the chat.
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Roles
There are two roles for people who manage groups on Workplace: group admins and moderators.
The table below outlines the roles and what they're able to do:
Group adminGroup moderator
Make another member an admin or moderator
Remove an admin or moderator
Manage group settings (ex: change the group name, cover photo or privacy settings)
Approve or deny membership requests
Approve or deny posts in the group
Remove posts and comments on posts
Remove and block people from the group
Pin or unpin a post
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You can make a coworker a group admin if they are already a member of the group. You must be a group admin to make other members an admin.
To make a coworker an admin of a group:
  1. From the group, click Members below the group's name. You may need to click More first.
  2. Click next to the coworker you'd like to make an admin.
  3. Click Invite to be admin and confirm your selection.
Note: When you make a coworker an admin of a group, they'll be able to edit group settings, remove members and make other members admins.
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You must be a group admin to remove other admins.
To remove a group admin:
  1. From the group, click Members below the group's name.
  2. Click next to the admin you'd like to remove.
  3. Click Remove as admin and confirm your selection.
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Insights
Only group admins can view and download Group Insights. Moderators and other group members won't be able to see Group Insights. You can only download Group Insights if you're logged into Workplace from your computer.
Group Insights are available for all groups.
To access Group Insights:
  1. Click below the group's cover photo.
  2. Click Admin Options.
  3. On the left panel, select either Growth, Engagement, or Membership below the Insights heading.
To download Group Insights:
  1. From Group Insights, click Export Details in the top right.
  2. From the pop-up window, select the type of details you'd like from the group.
  3. Select the date range you want to extract the reports for.
  4. Select the file format to receive the report in (.xls or .csv).
  5. Click Export when you're ready to download the report.
The admin will have the choice to export the following group details:
  • Growth (total members, active members, membership requests).
  • Engagement (posts, comments, reactions, popular days, popular times and top posts).
  • Members (top contributors - Contributor score is calculated by measuring the member's engagement: posts, comments, reaction and files created).
Note: Make sure you select the correct date range for the export.
How far back does Group Insights data go?
Group Insights data is available as far back as 1 year. If the group creation date is more recent than 1 year, that's as far back as the data will go.
Each graph and table indicates the time frame reflected.
Keep in mind that the time you see in Group Insights reporting will be based on the time zone of the user viewing the Group Insights report.
What is an active member?
An active member in Group Insights is a group member who has viewed, posted, commented on or reacted to group content in the pre-selected timeframe.
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Troubleshooting
If your group includes a linked chat, you will not be able to add more than 250 members.
To remove a linked chat from your group:
  1. From your News Feed, click on your group in the left panel. You may need to click See All below Groups section first.
  2. Click below the group`s cover photo, then click Admin options.
  3. Click next to Chat.
  4. Click Remove Chat and confirm by clicking Unlink.
Once you have removed the linked chat, you will once again be able to add members to your group. Chat participants will still be able to find and use the previously linked group chat.
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