Working with groups and organizational units Adding a user group/organizational unit Deleting a user group/organizational unit Setting the All Users group default privileges Adding group privileges Combining privileges and permissions for added security Helpful privileges hints Other approaches Optional method for small systems Adding a user group/organizational unit In addition to the standard user groups, you can create your own user groups to match the structure of your organization. To add a user group or organizational unit: 1       Open the Groups folder on the administrator's Desktop. 2       Choose Admin > Add > User Group. 3       Type the name you want for this user group at "Group name". 4       Fill in the Group Privileges form. or Use the NEW FC scripting command. Caution All new groups must be created and reside in the Groups folder on the administrator’s Desktop. If you create the group anywhere else, it will not function properly. If you place groups within a folder in the Groups folder they will not function. Top Deleting a user group/organizational unit To permanently delete a user group/OU from your system: 1       Open the administrator's Directory by choosing Admin > List Directory. 2       At Search, select Other. 3       Click Search. 4       Select the group to be deleted. 5       Click the Delete button at the top of the form. or Use the DEL FC scripting command. Note The group can be undeleted before audit runs. To undelete a group: 1       Open the Groups Folder. 2       Choose Collaborate > Show deleted item. 3       Undelete the group. Top Setting the All Users group default privileges Before you begin giving privileges and access to groups and users, set your defaults on the All Users form. These settings will be the default, or unchanged state, in the tristate boxes for all other groups. 1       Double-click All Users in the Groups folder. 2       Set all overall defaults you want to use for your system, based on your company or school’s needs, policies and security on the Group Privileges form. You might find it helpful to make a note of these settings for future reference. Caution Never leave checkboxes on the All Users, All Conferences, or All Calendars forms in the unchanged (cross hatched) state. They must all be set to on (checked) or off (cleared). Top Adding group privileges To set group privileges: 1       Double-click the group for which you want to set privileges. 2       Fill in the Group Privileges form. Top Combining privileges and permissions for added security The following is an example of how you can use privileges and permissions to accommodate special security needs on your system.   If you want to give users the ability to send internal email to other users, but do not want them to send or receive Internet mail do the following: 1       Enable Private Mail feature for the user group on the Features tab of the Group Privileges form. 2       Open the Internet Gateway form (in the Gateways & Services folder). 3       Click Permissions. 4       Enter the user group name at Who, and choose Disallowed at Access. Top Helpful privileges hints Selecting "Edit preferences" gives all users the ability to change their personal preferences. You might want to disable this privilege for guest accounts to ensure the accounts are always left in the same state. On the User Limits tab you set the defaults or overrides for Private mail expiry, Daily connection limit, Session inactivity limit and Disk space limit. All of these limits, except for Disk space limit were already set on the System Profile. The value of "Default" on the All Users Group Privileges form is the value that you set on the System Profile. Any value added to a Group Privileges form will override the System Profile for all users in that group. On the Directory tab you can set system-wide Directory filtering. By default the Directory is unrestricted for all standard groups with the following exception: the Unauthenticated Users group can not see any Directory items as long as "Allow unauthenticated Directory access" is not selected on the Advanced Web & File form. Top Other approaches Here are a couple of other ways to set up and configure the users on your system: •       You could ignore user groups entirely and modified each user’s User Information form individually.          Note This would take more time and any usage changes would have to be made on an individual basis, instead of on an entire user group at once. •       You could create user accounts with names like Technical Questions and allow customers to write to them. This would mean giving customers Private mail privilege. Top Optional method for small systems If you have an extremely small system and want to build each user group’s (or individual user’s) privileges individually, clear every checkbox on every tab of the All Users Group Privileges form. All corresponding tristate boxes on any group form in the unchanged state (cross hatched) will default to the Off setting you set on the All Users form. While this is a safer method than selecting all checkboxes and then having to clear unwanted checkboxes on the group forms, neither of these methods is recommended. This practice will result in a FirstClass system that is very difficult to monitor and administer as every user will have custom settings. This method may lead to problems as your system grows. Top For more information About groups and OUs About group privileges Group Privileges form