How to Set Up Group Administrators
- Learn what group administrators are and their function
- Learn how to set up group administrators
- Learn how to edit a group custom field and values
A group administrator is a limited super administrator who has access and control only over the opportunities, organisations, users, and/or stories with matching custom field values. In addition, a group administrator has access to insights, but not to settings.
To understand a group administrator's access and control, here is a more detailed information:
- An opportunity group administrator has opportunity administration and moderation rights for matching opportunities.
- An organisation group administrator has organisation administration rights (including the opportunities and reports within those organisations) and moderation rights for matching organisations.
- A user group administrator has user administration and moderation rights for matching users.
- A story group administrator has story administration and moderation rights for matching stories.
Setting Up Group Administrators
Note: Only Portal Admins user have full rights on this feature.
Before you can set up group administrators, you have to set up custom fields where you can assign the group administrators. If you are unsure how to set up custom fields, you can read that here.
If you already have custom fields set up, head to the Setup Panel by clicking [Settings] at the left-hand sidebar.
Scroll down to System Settings and select "Portal Administration".
Note: Portal Admin rights are needed to access this setting.
Then, scroll down to Group Administrators.
Enter the email address of a user you would like to add as a group administrator on the form provided and click [Add].
You will have to fill out the details on the table shown.
Under the "Custom field" column, select under the drop-down options the custom field you would like to assign to the group administrator added.
In our example, let us select "Country" from the options.
Under the "Field value" column, select the value from the drop-down you would like to assign to the group administrator added.
Let us select "America" from the options.
Then, select which entities under the "Group admin for" column you would like the group administrator to handle.
In this case, let us select only Opportunities and Users by ticking their appropriate boxes.
Once you are satisfied with the settings, click "Save".
After clicking "Save", the group administrator will then receive an email similar to the one below notifying him with his administrator rights and privileges.
If you would like to edit or add another set of values currently assigned to a group administrator, click the Edit Icon on the most right corner in the same row with the name of the group administrator.
After doing any edits on the group administrator's rights and privileges, the group administrator will receive an email notifying him of the changes made.
Once you are done with your desired changes, click "Save".
Removing a Group Administrator
In case you want to remove a user's group administrator's rights and privileges, all you have to do is untick any entities assigned to that administrator. If you are unsure how to get there, simply click the Edit icon on the most right corner in the same row with the name of the group administrator you wanted to remove.
Then, uncheck every box under the "Group admin for" column.
After doing that, the group administrator will receive an email informing him of his revoked group administrator status.
Editing a Group Custom Field and Values
There may be times you would need to edit the details and values of a custom field being used by group administrators. All changes can be done on the Setup Panel. Click [Settings] at the left hand sidebar.
On the Setup Panel, scroll below and select "Custom fields" under the System Settings tab.
Note: Platform admin rights are needed to access "Custom fields".
Click the name of the custom field to open a drop-down. In this case, let us select "Country".
To edit the field, click the [Edit Field].
Make the necessary changes. Once you are done, hit "Save". (If you want to read about adding a custom field and its values, read here.)
To edit the values of a custom field, click the [Edit Values].
If you wish to rename an existing value, simply replace the entry under the "Value" column.
If you want to delete or inactivate a value, untick the box under the "Active" column.
You can also add new values by entering your desired value name on the New Values box.
Note: One value per line.
Once you are satisfied with the changes, click [Save].