Managing members and groups

Available in Classic and VPC

In Manage members/groups from WORKBOX service preferences, you can use the Shared folder, Personal folder, and Deleted content features provided by WORKBOX and manage members, and groups to operate the user environment and set permissions with service preferences.

Manage members

You can view, add, edit, or delete the information of the members who use the features provided by WORKBOX. The members added get to make up a group or a department within an organization.

Check members

The following describes how to view member information.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Manage members] tab menu.
3. Check the required information.

• Name: Name of the member
• Account: Login email address of the member
• Job position: Job position held by the member within the company
• Job grade: Job grade held by the member within the company
• Department: Department to which the member belongs within the company
• Concurrent department: Concurrent department to which the member belongs within the company
• Permission: Permission owned by the member
• Sign-up authentication status: WORKBOX sign-up authentication status of the member
• Invitation email resend date: Date the WORKBOX invitation email was resent to the member
• Status: Sign-up status of the member

4. If you would like to only view the members you want, then set the account, name, status, and sign-up authentication status and click the [Search] button.
5. If you would like to save the search result in your local system, then click Download.

Add members one by one

The following describes how to add members one by one.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Manage members] tab menu.
3. Click the [Add] button.
4. Enter the information of the member to add.
   

• Hide member: Select when you need the member to not show on the list of members
• Suspend: Select to disable the member's login from PC web and PC/mobile app and forcibly log them out if the member is currently logged in

5. Click the [Save] button.

Bulk add members

The following describes how to bulk add by entering information of multiple members to the member information list file.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.

2. Click the [Manage members] tab menu.

3. Click the [Bulk add] button.

4. Click the [Select] button to upload the member information list file, and click the [Apply] button.
   

5. Click the [Save] button.

Edit members

The following describes how to edit member information.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Manage members] tab menu.
3. Click the member to edit.
4. Edit any necessary information.
5. Click the [Save] button.

Delete members

The following describes how to delete member information.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Manage members] tab menu.
3. Click the member to delete.
4. Click the [Delete] button.

Manage groups

You can view, add, edit, or delete the information of the groups that use the features provided by WORKBOX. Group is a unit created by an admin for collaboration using WORKBOX, set apart from a department in a company's organization chart.

View groups

The following describes how to view group information.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Manage groups] tab menu.
3. Check the required information.

• Group name: Name of the group
• Number of members: Number of the members who belong to the group
• Date created: Date the group was created
• Created by: User who created the group

4. If you would like to only view the groups you want by searching, then set the group name at the top of the screen and click the magnifier icon.

Add groups

The following describes how to add a group.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Manage groups] tab menu.
3. Click the [Add] button.
4. Enter the information of the group to add.

• Group name: Name of the group
• Add members: Adding by searching members, and adding from the organization chart

  • Search for members in the Members tab and click the [+] button to add them to the group
    

  • Select members from the Organization chart tab and add them to the group
    

5. Click the [Complete] button.

Edit group

The following describes how to edit group information.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Manage groups] tab menu.
3. Click the group to edit.
4. Edit any necessary information.
5. Click the [Complete] button.

Delete group

The following describes how to delete group information.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Manage groups] tab menu.
3. Click the group to delete.
4. Click the [Delete] button.

Organization chart

You can view, add, edit, or delete the information of the organization chart's departments who use the features provided by WORKBOX.

View organization chart

The following describes how to view organization chart information.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Organization chart] tab menu.
3. Check the required information.
   

• Department: Company's organization chart tree
• Member: Information of the members who belong to the clicked department in the organization chart tree
  • Department name: Name of the department clicked on the organization chart
  • Member total: Number of the members who belong to the clicked department in the organization chart tree
  • Name: Names of the members who belong to the clicked department in the organization chart tree
  • Department: Name of the department to which the member belongs

Add departments to the organization chart

The following describes how to add a department to the organization tree.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Organization chart] tab menu.
3. Click the [Add] button.
4. Click the [OK] button.
5. Click the arrow icon and set the department's location within the organization chart.

• Hide department: Select when you want the department to not show on the list of the organization chart. It also hides the members in the department.

6. Click the [Save] button.

Edit departments in organization chart

The following describes how to edit department information in the organization chart.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Organization chart] tab menu.
3. Click the department in the organization chart to edit.
4. Edit any necessary information.
5. Click the [Save] button.

Delete departments in organization chart

The following describes how to delete department information in the organization chart.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Organization chart] tab menu.
3. Click the department in the organization chart to delete.
4. Click the recycle bin icon.
5. Click the [OK] button.
6. Click the [Save] button.

Manage permissions

WORKBOX service preferences is a menu displayed only for admins. There are more than one type of admins. Admins can be classified into different levels, depending on the range of editing permissions among features in service preferences.
The types of admins provided by WORKBOX are as follows.

• System admin: It is a top level admin and an owner of all editing permissions in service preferences. The system admin's rights can't be added, edited, or deleted
  • Features available only for system admins: Restore a top level folder from Deleted content, exclusively manage and permanently delete top level folders from Set permissions in Shared folders
  • Main admin: Only one member can be the main admin among the system admins. The initial main admin is the admin designated from the console when the service subscription request was made. This main admin status can be transferred to another member.
• Security admin: Owns editing permissions of security related features in service preferences. The security admin's rights can't be added, edited, or deleted.
• User defined admin: Owns editing permissions among the service preference features set by an admin

Set permissions

The following describes how to view permissions and set admins at various levels to suit the company policy.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.

2. Click the [Manage permissions] tab menu.

3. View the permissions set and set the necessary information in Permissions list.
   

   • To view the permission name and status of editing permission by service preferences feature: Click the eye icon
   • To edit the permission name and status of editing permission by service preferences feature: Click the pencil icon
   • Delete permission: Click the recycle bin icon

Grant permissions by unit

You can grant admin permissions previously set in Manage permissions by member, department, or group. The following describes how to grant permissions for each unit.

1. Click the Service preferences > Manage members/groups menu at the left side of the screen.
2. Click the [Manage permissions] tab menu.
3. Click the permission to grant from Permissions list.
4. Click the [Edit unit permission] button.
5. Select the member, department, or group to grant the permission.
6. Click the [Complete] button.