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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.
5 Click OK.
or
Use the NEW FC scrip command.
 CautionAll 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.
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 script command.
 NoteThe 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.
Setting the All Users group default privileges
Before you begin giving privileges and access to groups and users, you should 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.
CautionNever 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).
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.
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 Select the Private Mail feature for the user group on the Features tab of the Group Privileges form.
2 Open the Internet Gateway form.
3 Click Permissions.
4 Enter the user group name at Who, and choose Disallowed at Access.
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 we will set the system defaults 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 for 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 we 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 see only members of Web Names, Web Conferences, and Web Calendars groups.
Other approaches
Here are a couple of other ways to set up and configure the users on your system:
• We could have ignored user groups entirely and modified each user’s User Information form individually.
Note
This would take more time and any user changes would have to be made on an individual basis, instead of on an entire user group at once.
• We could have created user accounts with names like Technical Questions and allowed customers to write to them. This would have meant giving customers Private mail privilege.
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. 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.
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