Question: I made my teammate, Amy, an Assistant Manager of our Workgroup, but she can't do anything! I told her that she just needs to give herself permission to manage the content, but even THAT didn't work, and she's getting an error message! (see my picture below) Help!
Answer: No worries! This is easier than it looks. There is ONE BIG rule to remember :
- Rule #1 : Just because you are an Assistant Manager does NOT mean you can automatically manage anything (or everything) in a Workgroup.
That would be a nightmare, for sure. We want only want our Managers to do what we allow them to do.
Sarah is the VP of Human Resources. She is also a Portal Admin. Sarah owns the DEPT - HR workgroup. She has set the pages up exactly the way she wants them. The islands are perfect, the page designs are awesome. She has decided to delegate the chore of updating the HR Event Calendar to her assistant, Amy.
Sarah adds Amy as an Assistant Manager of the DEPT - HR workgroup. (Amy was already a Member of the Workgroup) Sarah then goes to the Workgroup Permissions, clicks the down arrow next to Amy's name, and chooses "Edit Permissions."
From here, Sarah needs to choose EXACTLY what she wants Amy to be able to do. Sarah could choose "Select All" up at the top, but that would make Amy able to do literally anything she wants to the Workgroup and every one of the pages inside it... probably a mistake!
Take a close look at those first few Permission choices. Those are some big responsibilities! If Sarah only wants Amy to be able to wrangle calendars, she needs to scroll to the Calendar section and choose the items there that she wants Amy to be responsible for.
Delegation inside workgroups is critical for long term Portal Success.
Example Two :
Cameron is the Portal Admin for XYZ Credit Union. He is the only person at XYZ who can create a Workgroup, but obviously, he does not want to manage every page in every workgroup in the Portal. If an XYZ Employee feels the Portal needs a new Workgroup, they must go through Cameron first. (In fact Cameron even set up a special "Workgroup Request Help Desk!" More on that later...)
Rachelle asks Cameron if she can have a workgroup to manage called "EVT - VOL 2018." Rachelle explains that this will be for the purposes of getting all of the 2018 Volunteer info in one place. Members of the workgroup will be from all areas of the Credit Union, they plan to have their own Blog, and lots of great pictures of what everyone is working on. A calendar will be important, and maybe Announcements as well! She's not sure yet who will be helping her with the project, and thinks people will need to be added and removed throughout the year.
Cameron creates the Workgroup and adds exactly ONE Member/Assistant Manager - Rachelle. He edits her permissions and chooses "Select All" at the top. His job here is done. The workgroup is in her hands now. He reminds her that when she chooses her team, to be very specific about what "Permissions" she gives to the EVT- VOL 2018 Assistant Managers (see the Example above)
Rachelle can now do anything she needs to here! She can Add and Remove Members, Add/remove other Assistant Managers, change Permissions, create Page and Content... in this space, she is Oz The Great and Terrible. Cameron gave her full permission!
However... she cannot Delete, Deactivate or Make a Copy of the Workgroup. Cameron is still the only one who can do that.
Hope this helps! Reach out to your CSM if you have any questions!