Workgroups

You may have heard us mention "workgroups" and implementing them for various workflows. This guide gives more context into what workgroups are and how they can be used.
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Table of contents
What is a Workgroup?
Using Workgroups
Intranet Access
Importing People Profiles into Your Website
Get Help
What is a Workgroup?A workgroup is a grouping of SUNet IDs. Each workgroup has members (those in the workgroup) and administrators (users who can add and remove members). 
To view the workgroups you manage and are a member of, log into the  Workgroup Manager .  You can also use this tool to search for a workgroup to find its administrators and members.
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Screenshot of the homepage of Stanford's Workgroup Manager. There are 6 tiles present, with options to: view/manage workgroups, search for a workgroup or person, create a workgroup, perform bulk operations, view privilege reports, and gain information about Workgroup Manager.Screenshot of the homepage of Stanford's Workgroup Manager. There are 6 tiles present, with options to: view/manage workgroups, search for a workgroup or person, create a workgroup, perform bulk operations, view privilege reports, and gain information about Workgroup Manager.
Using WorkgroupsWorkgroups can be used to manage intranet access on your site and serve as a basis for importing People Profiles. H&S web services can help you with these uses. Workgroups can also be used to handle permissions in Google and manage mailing lists, however, those functions are supported by University IT. More information about  using Workgroups for Google and mailing list functions⁠  is detailed in a separate guide.
Intranet AccessWorkgroups can be used to grant access to a site's Intranet content. For example, if you wish to allow all staff members and graduate students in your department to view your intranet, Intranet access could be delegated to workgroups as follows: [department]:staff and [department]:grad_students.  
Many websites are already set up this way. If you'd like to set this up for your site, give new workgroups access, or are unsure what is set up on your site, please reach out to support. 
To maintain access, simply add or remove SUNet IDs from either list in Workgroup Manager.
Importing People Profiles into Your WebsiteWorkgroups can also be used to import profiles into a website. This is especially helpful for centers and institutes where faculty members are affiliated but do not have an official University appointment. For example, if a center has faculty from all around Stanford, you could create a workgroup that includes these faculty SUNet IDs. 
Many websites are already set up this way. In these cases, profiles can be imported, for instance, for [program:]affiliated-faculty, [program]:emeriti-faculty and [program]:staff. 
To manage which profiles are imported, simply add or remove SUNet IDs from the lists in Workgroup Manager.
Get HelpIf you want to set up a new workgroup or have questions about an existing one, please  submit a support ticket .
Additional information about Workgroups can be found on the  Stanford Workgroup Manager service page .
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