Groups Overview & Group Editing

This page provides an overview of Groups in Integrated Web Platform (IWP) and guides through the process of managing Groups. 

Groups are the Drupal equivalent of sites and blogs in the legacy UC ANR platforms. 

Intended Audience: Users with the Group Admin role to perform Group editing as stated in document, users will need Group Admin role.

Groups Overview

What are Groups?

Groups in Drupal 10 function as subsites with IWP allowing for organized management of content and users.  Groups provide a dedicated space for specific teams, content, or media, ensuring that relevant content is easily publicly accessible and manageable.

Groups are a key functionality being utilized from Drupal that allows UC ANR to maintain one of the major needs during the transition to IWP, providing a structured way to manage content and collaboration.

Please note that UC ANR’s IWP and Drupal is not the same. IWP is built on Drupal and uses many Drupal modules to provide much of the functionality needed for the UC ANR community. 

For a high-level depiction of our structure, please see below.  Be aware that node is the Drupal term for content so Group Admins and Group Editors will see that term as part of their content editing experience.   For more terminology check out the IWP Glossary.

Content Management in Groups

Content is managed within specific groups.

• Content Separation: All content created within a group remains exclusive to that group.  This ensures that only members of the group can edit the content.
• Adding Content: To add new content, navigate to the group, select Content link and use the “Add Content” button.  Select the type of content you wish to create and fill in the necessary details.
• Managing Content: Group Admin and Group Editors can manage content by accessing the Content link within the group, where they can edit, delete, or organize content as needed.
• Permissions Management: Permissions within the group are managed by the Group Admin, who can assign roles and access levels to different members.
• Group-Level Permissions: Permissions are set at the group level, meaning there is no page-level access control in this foundational build. This ensures that all permissions apply to the entire group, making it simpler for users to understand and manage access.

Can anyone create a new Group?

A UC ANR ServiceNow request is needed to create a group as part of the implementation of IWP.  The request routes for approval.  Once approved, IT will create the group and hand it off the requestor.    The review and approval process is a key method to maintain the quality of the UC ANR digital footprint and ensure content is maintained. 

Refer to the training, How to Request a Site, Blog, Taxonomy in IWP.

Types of Groups & Categories

At the launch we will have two groups, sites and blogs.  The use of Group categories, also known as site types, allows for further expansion.  Group categories allow us to keep page and content structure similar across UC ANR based. 

Group types include administrative, advisor program, blog, county office, county program, research and extension center and statewide program.

Group’s Structure

The group’s landing page follows a defined structure across UC ANR.  The landing page is broken down into the following:

• Group Title Icon and Group Name – Displaying the group name and if applicable, associated group icon such as program logo.
• Group Primary Image – Hero image used on the landing page and is used for where the group shows up on search such as on Content Hub and Related Sites.
• Featured Content – Feature your group content such as articles, events, etc. at the top of the group to help emphasize content.
• Group Search – Provide a link to the visitors to view and search all published group content. This is a contextualized view of our Content Hub.
• Group About Us – Primary location to populate group text and media that will display under Featured Content.
• Group Menu – On the left will display the group menu that can be managed specific for the group. The top navigation is sitewide, but the left menu is specific for the group.
• Office Locations – Standard location to populate physical locations associated with group including email, phone and fax.
• Mission Statement – Text to populate about the purpose of the group.
• Group Department Personnel - Displays the list of people of the associated UC ANR department with the ability to add other existing People. This can be used if the site is for a specific committee made up of members across different UC ANR departments.
• Related Sites – Based on the selected tags for the group, other related groups will populate.

Editing a Group

The steps below explain how to edit and group.  Group Admins again are the only ones that can edit a group and are assigned with groups are created.

If a section is left empty, it will not display.  Please refer to the Blog Overview for Blog Group Type.

1. Log in to IWP using UC ANR Single Sign On (SSO). *Please note this will apply at go-live, not in advance of launch*.

2. Once logged in, you will be taken to My Account page. Under My Groups, select Edit Group link for the associated group.

3. The editing page for the group will be opened to allow you to update group.

4. Editing the components of the group:

• Group Title Icon - Click Add media and insert an image or svg for icon.

• Group Name - Edit the name of the group in field below.

• Group Primary Image - Click Add media and insert a hero image.

• Featured Content - For Display Mode select Individual Content and then under Featured Content dropdown select one or more content from your group to feature.

• Group About Us - In the field, populate your group’s landing page content.

• Group Office Locations - Populate all applicable fields displayed for location section including phone, email and fax.  If no locations are applicable, click Remove using the triple dots to display the option.

Located at far right of locations, click the triple dots () for additional options such as to remove location, duplicate or collapse.

• Group Mission Statement - In the field, populate your group’s purpose as part of mission statement.

• Group Department Personnel - To populate a list of people in your group for display, select relevant department name under Related Departments and add individuals under Related Personnel.

• Tags - Select the relevant tags from each of the categories that will impact Related Sites and how group shows up on Content Hub.

5. Upon completion of necessary updates, click the Save.

Adding, Editing and Remove Members for a Group

Group Admins are the only users able to provision users.  Follow the steps below for adding access within a Group.  For more information on specific user permissions, please refer to the User Roles.

1. Once logged into IWP and on your group, select Members

2. On this screen, you will be able to view all active members of your group. To add member, click the Add Member button at the top right of the screen.

3. On the Add Group membership screen, select from the User list to populate from an existing user list. Then, select the relevant role from the list. Once completed, click Save.

4. Upon save, the newly provisioned user is added to the group members list and now will see the group on their My Account page.

To edit or remove an existing user’s access, you would select the Operations dropdown for the identified user:

• Select either Edit member to reassign group roles
• Select Remove Member to remove access to the group.

Adding content to your group

As a Group Admin or Group Editor, once you are in your group or navigated to your groups landing page, select the Content link.

1 - Filters – The utilizes the different tags available to help narrow down your search for content within your group.

2 - Content List – This table will list all the content able to migrate from Blogs and Site Builder to Drupal.

3 - Status – For all the list content in your group, this will display Unpublished and Published Content.  Please note, when you are logged in, Unpublished content will be visible to you.

4 - Edit Node – Select Edit node button to edit the listed content.  Node is a Drupal term for content.

5 - Add New Content – For Group Admins and Group Editors, click Add new content button to add new content to your group.

Publishing and Unpublishing a Group

When there is no longer a need for the group to exist and associated content is no longer needed or has been archived, the group can be unpublished. 

To unpublish a Group, once you are logged into IWP:

1. Navigate to the specific group that should be unpublished.

2. Once in the group, click the Edit

3. Scroll down to the Published toggle while editing the group and click on the Published toggle to change the state.

Left Image: Designates Published state.        Right Image: Designed Unpublished state.

4. Once complete, scroll down to the bottom and click the Save.