Group Content

Group Content is a setting on each group that controls whether the group can be picked as the audience for content that uses a "visible to a group" chooser. When the setting is on, the group appears in those pickers. When the setting is off, the group is hidden from them.

You can find the current value on the group's home page under Can be chosen to see content, and you can change it from the group edit form under Group Usage.

Before you start

Role Permissions

• Maintain all groups, or
• Search groups Im a part of together with administrator rights on the group you want to update

You will need to be able to open the group's edit form. If you can see an Edit button on the group's home page, you have the access you need.

Turn Group Content on or off

The checkbox is labelled Can see content on the edit form. That is the same setting as Group Content.

1. Click or hover on Groups on the main menu bar on the left, then click All Active Groups.
2. Click the group you want to update.
3. On the group home page, click Edit.
   
4. Scroll to the Group Usage fieldset.
5. Tick Can see content to turn Group Content on, or untick it to turn Group Content off.
   
6. Click Save.

The change takes effect immediately. The group's home page will now show Can be chosen to see content: Yes or No to match the new setting.

For example:

This screenshot shows that the only "Services" group that has chosen to see content is Brewed Cafe, so therefore is the only one available when adding a note to a person and selecting the visibility to a group.

Where Group Content takes effect

Group Content controls which groups appear in several "visible to a group" pickers across infoodle. The most common places are the note and email pickers, but the same flag also gates the appointment and to-do pickers. The appointment form even labels the dropdown Groups with 'see content' permission to make this explicit.

The note visible to picker

When someone adds a note to a person, household, group or activity, they can choose who can see the note. The choices are Just me, Group, or Anyone (who can see notes). The Group dropdown only lists groups that have Group Content turned on.

The email visible to picker

When someone sends an email with a document attached from Contact, the sent email is recorded in each recipient's history tab. The sender chooses who else can see that record. The Group option in the visibility chooser only lists groups that have Group Content turned on.

The appointment visible to picker

When someone adds an appointment or event on a person's profile, they can share it with a group. The Visible to a group dropdown on the appointment form only lists groups that have Group Content turned on.

The to-do group assignment picker

When someone creates a to-do action and assigns it to a group rather than an individual, the Anyone in this group dropdown only lists groups that have Group Content turned on.

The contact letter visible to picker

When someone sends a letter from Contact, the visibility chooser behaves the same way as the email picker above. Only content-enabled groups appear in the Group option.

Common questions

Does turning Group Content off remove notes that are already visible to the group?

No. Existing notes keep their visibility setting. Turning the flag off only hides the group from the picker the next time someone chooses who can see a new note.

Does Group Content control who can join the group, or who can see the group in searches?

No. Group Content affects which groups appear in the visible-to-a-group pickers across notes, emails, appointments and to-do assignments. Group membership and search visibility are controlled by separate settings.

Does Group Content control access to the Library?

No. Library access is managed inside each library's own settings, not through the group's Can see content flag.

I cannot see the Group Usage fieldset. Why?

You need administrator rights on the group, or the Maintain all groups role permission, to open the group's edit form. Check your role assignment if the Edit button is missing from the group home page.

Next steps

Once Group Content is enabled for the groups that need it, the people who can edit notes will be able to limit a note to that audience. See Notes for the full notes workflow.