Additional Workgroup Uses

Workgroups can also be used to set Google permissions (to Drive and Calendar) and manage mailing lists. 
The H&S web team does not manage these less commonly used integrations. If you need help or have questions about either of these uses, please  contact University IT Support . 
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Table of contents
Setting Google Permissions
Setting Up a Google Integration
Sharing a Google Folder or File with a Workgroup
Warnings! Renaming and Unlinking cause deletion
Mailing Lists
Linking a Workgroup to a Mailman List
Notes
Get Help
Setting Google PermissionsInstead of manually sharing files and folders with individuals, you can share them with a workgroup. 
Setting Up a Google IntegrationBefore you can share a Google file or folder with your workgroup, you'll need to add an integration with Google Group. Start by opening the desired workgroup in Workgroup Manager. 
Navigate to the Integration tab and click "Link" on the line for "Google Group."
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Screenshot of the workgroup interface. The tab for "integrations," which is the last of 5 tabs across the top of the page, is shown. The first item, "Google Group," is outlined to illustrate where a user should click to create a linked integration.Screenshot of the workgroup interface. The tab for "integrations," which is the last of 5 tabs across the top of the page, is shown. The first item, "Google Group," is outlined to illustrate where a user should click to create a linked integration.
A verification screen may pop up. If this happens, click "link workgroup."
It will take approximately 24-48 hours for your Google Group to be set up.
Once complete, an icon will appear in the "Integrations" column within "My Workgroups."
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Screenshot of "My Workgroups" showing a workgroup that has added a Google Integration.Screenshot of "My Workgroups" showing a workgroup that has added a Google Integration.
Sharing a Google Folder or File with a WorkgroupOnce the Google Group is created, you can use it to share items within Google (e.g. Drive, Calendar, etc.) with your workgroup members. To do so, click the share button on the item as you normally would. Rather than add each individual person, add "[workgroup_name]@stanford.edu." 
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Screenshot of the popup that appears when sharing a Google File. The Workgroup has been added as a collaborator by adding [workgroup_name]@stanford.edu. The permission to edit or view-only can be set within this popup.Screenshot of the popup that appears when sharing a Google File. The Workgroup has been added as a collaborator by adding [workgroup_name]@stanford.edu. The permission to edit or view-only can be set within this popup.
﻿ More information about integrating Google Groups and Workgroups can be found on the Stanford IT site .
Warnings! Renaming and Unlinking cause deletionRenaming: You should not rename a Google Group through your Google group's management interface. A renamed group and its data are automatically deleted without notification.
Unlinking: If you unlink a workgroup from a Google Group, the group and its data in Google will be deleted.
Mailing ListsYou can link an existing Mailman mailing list that you own to a workgroup you administer. Once the link is established, the following will happen:
The members of the Mailman list will be replaced by the emails included in the workgroup membership list.
The mailing list owner(s) will be changed to the workgroup owner(s). This means that list ownership may change when linked to a workgroup.
Once the linkage between the workgroup and the mailing list is created, you must use Workgroup Manager to maintain membership. 
Linking a Workgroup to a Mailman ListStart by opening the desired workgroup in Workgroup Manager. Navigate to the Integration tab and click "Link" on the line for "Mailing List."
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Screenshot of the workgroup interface. The tab for "integrations," which is the last of 5 tabs across the top of the page, is shown. The second item, "Mailing List," is outlined to illustrate where a user should click to create a linked integration.Screenshot of the workgroup interface. The tab for "integrations," which is the last of 5 tabs across the top of the page, is shown. The second item, "Mailing List," is outlined to illustrate where a user should click to create a linked integration.
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Enter the name of the mailing list then click Link Workgroup.
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Screenshot of the popup to link a workgroup and mailing list. The field to type the mail list name is outlined.Screenshot of the popup to link a workgroup and mailing list. The field to type the mail list name is outlined.
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When the linkage process has completed, click close. The Workgroup Integration window now shows the workgroup linked to the service.
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Screenshot of the completed integration showing the mailing list name.Screenshot of the completed integration showing the mailing list name.
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In the Linked to column, click the name of the workgroup to view the members and administrators of the linked service.
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Screenshot of the group administrators and members view of a linked mailing list.Screenshot of the group administrators and members view of a linked mailing list.
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﻿ More information about integrating Mailman Lists and Workgroups can be found on the University IT site .
NotesYou can only link to an existing mailing list for which you are the administrator.
Unlinking the workgroup from the mailing list only removes the linkage — it does not modify the mailing list.
Get HelpIf you need help or have questions about either of these uses, please  contact University IT Support . 
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