Groups and Group Viewers

Description and Utility

Groups allow users to gain full access to another employees profile information, notes, and survey data. 

Important Information about Groups:

• Groups essentially create a second supervisor. 

• Groups can have more than one Group Viewer.

• Groups should be created and populated with users using Group Builder BEFORE Group Viewers are assigned.

• Users may belong to multiple groups and compare their survey data with any group data for which they are a Group member.

• Group membership is indicated on the user's Profile page and supervisor Roll Call pages.

Group Builder

To reach the Group Builder page, click the "Manage" dropdown and then "Group Builder".

Group Builder allows you to create new groups and manage the faculty and staff members assigned to new or existing groups. 

Group Set-Up Steps

1. From the Group Builder page, click the "+ New Group" button.

2. Type a name for the new Group.

3. Click the drop-down arrow to select the larger group to which your new group belongs, if necessary.  (This allows you to create a hierarchical Group structure, similar to Supervisor Assignment.)

4. Click an employee from the Faculty/Staff window on the right to add them to your new group (A checkmark will appear. Click the employee again to deselect).

5. Click the drop-down to filter by groups or search by name to find them.

6. To save the new Group, click Save Group.

Note: Users may belong to multiple groups and compare their survey data with any group data for which they are a Group Member.  

Add/remove Members to/from an existing Group

1. Click the name of the Group to be edited.

2. Click an employee from the Faculty/Staff window on the right to add them to the existing group.

3. A check mark will appear to indicate the employee is a group member.

4. To remove an employee from the Group, click the employee again to uncheck the Group Member.

5. You can click the drop-down to filter by groups or search by name to find employees. 

6. To save the changes to the Group, click Save Group.

Importing Group Members Using a CSV File

You cal also add or remove members of Groups by exporting a Comma Separated Values (CSV) file.

Steps

1.  Create the Groups you to which you want to add Members. You don't have to add any member when you create the Group(s), you can add members using the CSV file.

2.  Click the Export button on the Group Builder page. 

4.  When you have finished making changes to the CSV file (adding/removing members), save it as a CSV file on your computer.

5.  In myFolio, on the Group Builder page, click the Import button.

6.  On the Group Importer page, click choose file to upload the CSV file.

7.  Click Preview to review the changes.

8.  Click Finalize to save the changes.

Assigning Group Viewers

To reach the Group Viewers page, click the "Manage" dropdown and then "Group Viewers"

Assigning Group Viewers allows you to grant profile, notes, and Survey visibility to Folio users who fall outside of a Direct Report’s supervisory chain. 

Assign/Remove a Group Viewer Steps

1. From the Group Viewer page, click the group on the left-hand side to assign/remove a Group Viewer.

2. Once the pop-up is displayed, click a Viewer from the window on the right to assign to your group (A checkmark will appear.  Click the Viewer again to deselect).

3. You may assign one or more Viewers to a Group

4. Click "Save Viewers" when complete

Groups can have more than one Group Viewer.