CalGroups Management Guide

Table of Contents

• How to Create a New Folder
• How to Create a New Group
• Adding Members to Groups
• Add Members from a Text File or Copy/Paste
• Removing Members from Groups
• How to View Group Members
• How to Make an Access Group (Composite)
• Create Include/Exclude Composite Groups
• Export Members from Group
• How to Add to My Favorites
• Groups vs. SPAs
• How to Change a Group's Name
• Support

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How to Create a New Folder

1. Navigate to the folder in which you want your new folder to reside.
2. Click the More actions button.
3. Select Create new folder.
4. Review the Create in this folder field to ensure the hierarchy is correct.
   • You can click the “search for a folder…” link to see other locations.
5. Folder Name: Enter a name for your new folder.
6. Folder ID: Do not change.
7. Description: Enter a description explaining what the folder will hold.
8. Click the Save button.

How to Create a New Group

In the example below, a new group will be created to serve as an Admin Privilege group.

1. Navigate to the folder in which you want to create a new group.
2. Click the More actions button.
3. Select Create new group.
4. Group name: Use something descriptive (refer to Naming Conventions).
5. Group ID: Leave as is (unless your use case requires it to be different).
6. Description: Enter a description of the group's purpose.
7. Click the Save button.

Adding Members to Groups

Add a single member

1. From inside the group, click the Add members button.
2. Type the member email address, UID, or name in the search field.
3. Select the person from the grey drop-down menu that appears.
4. Click the Add button.

Alternative Method to Add Single Users

1. Click the Add members button.
2. Click the link to “search for an entity.”
3. Type the member name in the search field and click Search.
4. Click on the person you want to add and click Add.

Add members to a group from a text file or Copy/Paste

To add members from an external source, you need the member UIDs.

Using a Text File

1. Prepare the import file (Click here to see a sample import file).
2. Enter entityIdOrIdentifier on the first line.
3. Paste UIDs, one per line, below it. Save as a .txt file.
4. In CalGroups, navigate to the group and click More actions > Import members.
5. Select Import a file and upload your .txt file.
6. Click Submit.

Copy/Paste a list of UIDs

1. Navigate to the group, click More actions > Import Members.
2. Select Copy/paste a list of Member Ids.
3. Paste UIDs into the box and click Validate.
4. Press the Submit button.

Note: If a UID matches a name (e.g., UID 100), it may return an incorrect account. If this happens, add the member individually.

Removing Members from Groups

1. Navigate to the group.
2. Select members by clicking the boxes next to their names.
3. Click the Remove selected members button.

How to View Group Members

• Direct members: People added directly to the group.
• Indirect members: Members of groups that were added to this group (nested membership).

How to Make an Access Group (Composite)

Access groups allow for automated de-provisioning. They require a person to be in your Ad Hoc group AND an Official group (like "All Employees").

1. Create an empty group and name it clearly (e.g., [Name] Access Group).
2. Inside the empty group, select More actions > Edit composite.
3. Click Yes to enable composite.
4. First Factor Group: Your Ad Hoc group.
5. Operation: Choose and (intersection).
6. Second Factor Group: The official group (e.g., "All Employees").
7. Click Save.

Create Include/Exclude Composite Groups

1. Create an empty group.
2. Open More actions > Attribute Assignments.
3. Click + Assign attributes.
4. Type include and select etc:legacy:attribute:legacyGroupType_addIncludeExclude. Click Save.
5. Intermediate groups ("includes", "excludes", etc.) will be created automatically in the folder. Update these sub-groups to manage membership.

Export Members from Group

1. Navigate to the group, click More actions > Export members.
2. Choose All member data and press Export.

How to Add to My Favorites

Navigate to any group or folder, click More actions, and select Add to my favorites.

Understanding The Difference between Groups and SPAs

When searching, you will see both the Account and the SPA Group. You can only see a SPA Group if you are a member of it. Search results display as: UID - name - department name.

How to Change a Group's Name

1. Only group admins can perform this.
2. Navigate to the group, click the name, and select More actions > Edit group.
3. Change the Group Name and Group ID. Click Save.

Support

Request access to a folder space via a Service Request in ServiceNow.

If you have questions about CalGroups or APIs, contact: calnet-admin@berkeley.edu.