Create and manage groups in myPortfolio

Every myPortfolio user can create groups and invite or add other myPortfolio users to the group. To create a group, go to Groups from the Burger menu via Engage and then click Create Group.

myPortfolio groups have the following sections:

• About (start and overview page)
• Members (overview of members, roles)
• Forums (Exchange in forums)
• Pages and Collections (for creating and editing shared pages and collections)
• Blogs (for capturing thoughts in the form of blog entries)
• Sharing (for sharing group views)
• Files (for uploading and saving shared files)
• Other options if applicable

In groups that you create yourself, members can either be administrators of the group or participants. A “group founder” is automatically an administrator of the group and members who join the group are participants. In the Members section you can see the roles of the members. Administrators can assign a different role to members if necessary.

2. Enter the name of the group and, if necessary, a description. In the Settings section, specify, for example, whether your group is freely accessible or whether new members must be confirmed by you or even invited.

3. By clicking on Save group your group is created and you are on the About us page of the newly created group.

You can define who is allowed to create and edit content in the group area in the settings under Content → Create and edit. There are three options to choose from here:

In the Visibility section you can enable the Participation report option with a check mark, which will provide group administrators with a report on group views, views shared with the group and information about who has commented/provided feedback on views.

In the Editable area, you can specify a start time and/or end time, if necessary. This defines how long or from/until when group members can make changes in the group (upload files, edit views, etc.).

Under General you can e.g. make settings who should be notified about the release of a new view within the group or about a new comment:

• None
• All group members
• All except normal members
• Group administrators

As an administrator, you can invite or add myPortfolio users to your group.

If you want to invite or add an individual person to a group, you can initiate this from the person's profile view:

• Go to the profile view of the person. If necessary, first search for the person using the search bar at the top of the screen. Click on the person's name or profile picture to access their profile view.
• In the upper area of the profile view, you can now select the group to which the person should be invited or added.
  

If you want to invite several people to a group at the same time, you can do it in the group in the Members section:
1. In the Members section of your group, click Send multiple invitations at once.

2. Now use the search field (1) or the list of possible members (2) to search for people who should receive an invitation. Double-click on a name to add the person to the list of users to be invited. Alternatively, you can mark the person in the left list by clicking on it once and add it to the right list by clicking on the arrow pointing to the right.

3. Clicking Submit sends invitations to the selected users. A confirmation that invitations have been sent will be displayed. Invitations that are still pending, i.e. have not yet been confirmed, can be found in the Members section.

If you have been invited to a group, you will find the group invitation under your name on the home page. Click on the invitation and confirm your membership in the group by clicking Confirm.

In the Forums group area, you can create forums (“discussion rooms”) on specific topics.

1. In the Forum section, go to New Forum.

2. Assign a title for the forum, add a description and set the forum mode.

3. By clicking on Forum Settings you can make further settings for the forum. Explanations can be found in the following list:

• Group members automatically enroll:
• If group members should automatically receive all forum posts, i.e. subscribe to the forum, activate this option.
• However, group members can unsubscribe from the forum, i.e. unsubscribe from the forum
• Allow users to log out themselves:
• Select whether group members can log out independently.
• Order:
• Select the location in the order in which the forum should appear. Here you have the option to place the forum before or after the General Discussion forum.
• Moderation:
• You can appoint people as moderators of the forum, who can thereby edit or delete posts, for example
• Who can create discussion topics:
• All group members - any group member can start new discussion topics and reply to existing topics.
• Only moderators and group administrators - only moderators and group administrators can start new discussion topics. Once a topic has been posted, anyone can reply to it.
• Close new themes:
• If this option is set, new topics in this forum will be closed by default. Only the moderators and group administrators can edit the topics.

1. In the Forums section, click the name of the appropriate forum and then click the New Discussion Topic tab.

2. Enter a subject and your message, specify whether it's a pinned topic or a closed topic if necessary, and whether you want to send a message now (rather than after a few minutes). Finally, click Submit Post.

Note: “Pinned topics” are listed at the top of the discussion topics, group administrators can make them. “Closed topics” (indicated by the lock icon) can only be edited by administrators.

1. In the Forums section, go to the appropriate forum. Click the name of the discussion topic and then click Reply.
2. Compose your message and send it via Send post. Your reply will now appear under the post you replied to. There is an option to edit the post, reply to it or delete it.