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Topics Map > University of Chicago > IT Services > Accounts, Identity, & Security > Identity Management

Grouper - User Guide and FAQ

This article provides an introduction to Grouper, instructions for common Grouper procedures in the new interface, and answers to frequently asked questions.

Grouper is the University of Chicago's system for managing groups of people affiliated with the University. These groups can be used for any sort of identity management, including managing mailing lists, building access, and access to web resources and tools, among others. These groups are managed using a hierarchical folder system. Grouper groups are flexible in their usage: groups can be made up of individuals, other groups, or a combination of the two. Grouper Administrators are granted access to their relevant groups and may add and remove members, edit their privileges, and change other attributes of the group.

Below are instructions for performing common functions in Grouper:

Finding a Group
Adding a Favorite
Adding a Member to a Group
Editing a Member's Start and End Dates
Viewing User Information
Removing a Member from a Group
FAQ

Finding a Group

There are many ways to find a group using the new Grouper interface, including:

  • Search the group name using the search bar in the upper right corner of the page.

  • Use the Browse Folders tab on the left side of the page. Note that if you do not see your desired folder or group in the list, this may be because there are too many members of a folder to fully display. If you do not initially see your group, you can see a full list by selecting the folder name (there may be multiple pages of entries). Also note that groups are sorted alphabetically, but with capitals before lowercase (that is, ABC...XYZabc...).

  • Select a group from your list of favorites. For instructions on adding a favorite, see below.

Adding a Favorite

Favorites are a useful new functionality of Grouper that allow you to go directly to the entities you use most with a minimum of steps. To add a group or user to your favorites:

  1. Navigate to the group page.
  2. Select More actions.
  3. Select Add to my favorites.

Now you can navigate to this group from anywhere on Grouper by simply selecting the My Favorites option from the Quick Links on the left side of the page, then clicking on the group.

If you find yourself frequently viewing entities or individuals, you can add them to your favorites list as well in a similar manner.

 Adding a Member to a Group

  1. Navigate to the group page.
  2. Select +Add members in the top-right side of the page.

  3. Enter either the name or the CNetID of your new member or the name of the group you would like to add. If your user is not showing up, see the FAQ below.
  4. Select Add.

If you would like to grant special privileges to a user when adding them, before selecting Add, switch from Default privileges (usually just Member) to Custom privileges. This will present options for privileges, which you may check if you are an admin to the group. If you would like to grant privileges to an existing member of the group, you must revoke their membership (see below) and re-add them with the desired privileges.

Alternatively, you can add members from another group or list. In order to do so, you must have either a txt or csv file in the format specified on the site, or a list you can copy and paste into the box. For more information, select +Add members and then select import a list of members (next to "Add").

Editing a Member's Start and End dates

For some users and groups it may be useful to have specified dates specifying a user's membership in the specific group. Grouper has this functionality:

  1. Navigate to the group page.
  2. Find the user in question in the list of users (you can use search).
  3. Select Actions, and from the drop-down menu select Edit membership and privileges.

  4. Add start and end dates in yyyy/mm/dd format.

Viewing User Information

If you would like to see a user's information, Grouper provides a few ways to do this:

You can search for the user using the search bar in the upper-right corner, then clicking on the user from the resulting list.

  • You can click on the user's name from any group they are listed in.

- From the user page, you can:

  • See a user's basic information, such as their ChicagoID, UCID, full name, email, and department. You can see this information by clicking More underneath their name and description.

  • Add a user to a group using the orange +Add to a group button in the top right.
  • Add a user to your favorites page by selecting Add to my favorites in the top right, under "+Add to a group".
  • View a user's Grouper memberships and privileges by selecting the appropriate tabs.

 Removing a Member from a Group

To remove an entity or individual from your group:

  1. Navigate to group page.
  2. Find user you wish to remove, either in list or by search.
  3. Select Actions, and from drop-down menu select Revoke membership.

FAQ

Why isn't my group or folder showing up in the Browse Folders box under its parent folder?

Because some folders have a large number of items in them, the Browse Folders tab only displays the first 30 or so items in a folder when you expand it. If your group does not appear, try clicking the name of the folder. This should take you to a searchable list of the folder's contents, from which you can find your item.

Why isn't my individual or group showing up in search results?

Be sure to check spelling; if a name is spelled incorrectly it will not display. However, note that partial spellings are allowed, as long as they are at the end of the name. For example, if searching for someone named "Jane Doe," a search for "Jane Do" will include "Jane Doe" as a result.

If you are unsure of a spelling but have part of it, you can use a wild card (signified by a *). Using the same example, if while searching for Jane Doe one types "Jan Doe," the result will not appear, but if one types "Jan* Doe," using a wild card, Jane Doe will result. However, note that no matter what, searching "Jean Doe" will not result in Jane Doe, so checking spelling is very important.

A common issue is that some individuals have middle initials that complicate search results. For example, if searching for Joe H Blow, typing "Joe Blow" will not bring up Joe's profile. To get around this, if your initial search does not work attach a wild card (e.g. "Joe* Blow"), or use a CNetID.

An alternative solution for many problems that arise when searching for individuals is to search using a CNetID. The Grouper search function accepts either CNetID or name.

Why is my group absent from the alphabetical ordering in its parent folder?

The alphabetical sorting used by Grouper sorts capital letters before lowercase. For example, in a list containing Apple, banana, Pear, and orange, the alphabetical ordering would go Apple, Pear, banana, orange, because capital P comes before lowercase b and o. If you do not see your group in the alphabetical ordering, check the group's place in both the capital and lowercase sequence, as it may be in either spot.

Why can't I edit this group?

In order to edit a group in Grouper, you must have the appropriate administrative privileges for that group. To check if you have admin privileges, and if so which specific privileges, navigate to a group's page and select Privileges. You will be presented with a list of the group's members, including any groups or individuals who have been added. From here you can see who has which privileges. If there is no check mark, the user or group has no privileges. If there is a black check mark, the user has the associated privilege. If there is a gray check mark, it means that you have the ability to assign the privilege to the user. Note: your name may not appear in a list of members if another group you belong to belongs to the group. Be sure to look for any groups you may be a part of when checking if you have administrative privileges in a group.

How can I see which groups I am a member of?

In order to see which groups you are a member of, click on your name in the top right of any Grouper page (next to "Logged in as"). Under the first tab, labeled "Memberships," you can see all the groups you are a member of. From this page you can search for a particular group by typing a name in the "Group name" box, filter your groups by whether you are a direct member (you've been directly added into the group) or an indirect member (a group you are in was added to the group), and remove yourself from any group.

How can I see which groups I have administrative privileges in?

To see any groups you have administrative privileges in, navigate to your profile by clicking on your name in the top right of any Grouper page. Select the tab Group privileges: this group lists all groups you have direct privileges in. In addition, you may select the tab Folder privileges to see which folders you have authorization to edit.

Why are there people who have left the University in my Grouper group?

The closure of a user's account does not automatically remove them from a Grouper group! Therefore, your group may contain users who have left the University. For both security purposes and general upkeep, IT Services recommends using the "Closure" group type in order to remove users with accounts in closure. For more information and instructions, see Setting Auto-Removal of Closed Accounts.

I preferred the old user interface, can I go back to it?

While we recommend using the new interface, as it is streamlined, simpler to use, complete with added functionality, and better supported, you may opt to switch back to the older interface by selecting Admin UI (for the full old user interface) or Lite UI (for the old lite user interface) from the options on the left side of the screen. Again, IT Services highly recommends adjusting to the new and much improved user interface.

My question was not answered, are there any other resources that will help me use Grouper?

If you have any questions that were not answered above, please contact IT Services Identity Management at idm@uchicago.edu and we will work to resolve your issue.

See Also




Keywords:member, priviledge, membership, admin, grouper.uchicago.edu   Doc ID:57980
Owner:Astrid F.Group:University of Chicago
Created:2015-11-04 16:46 CDTUpdated:2017-04-08 14:21 CDT
Sites:University of Chicago, University of Chicago - Sandbox
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