The Group Selection Panel is used in various situations, such as when assigning assignees for flows or searching for the creator and approver. This manual explains how to manage the Group Selection Panel.
What is the Group Selection Panel
The Group Selection Panel is a common feature in the Shared Address Book, Group Scheduler, and Gluegent Flow. It allows you to select registered users and groups by following a hierarchy.
- 1. Menu
- This displays the root group, My Group, and recently selected groups.
- 2.Search box
- Search for users or groups.
- 3.Hierarchy
- It is used to select users or groups from the organizational hierarchy.
- It displays subordinate organizations and members belonging to the group (organization) selected on the left.
- Clicking on a group will display more options to the right.
- 4.Profile
- This displays profile information of the selected user or group.
An icon with two overlapping person symbols represents a group. An icon with a single person symbol represents a user.
Each group represents an organization, and groups or users who are members of that group represent subordinate organizations or members within that organization.
Open the Group Selection Panel
The Group Selection Panel can be opened from various sections of the Gluegent Flow.
Assignee of the flow
Click "+New" and select the model. Click "Add Target" when you want to set assignees of the flows.
Depending on the model, the assignee may be preassigned, or may not be changeable.
Task list - Search by options
Click "+" in the search box to search by options like "Applicant" or "Approver".
The Group Selection Panel can also be open in following sections:
- Input form "Members/Groups"
- Model settings > Flow > charge person setting
- Automator Configuration
- Category settings > Task Creation Permissions / Model Management Permissions
- Data List > Creator / Approver
- User / Group selection
Select users and groups
Click the root group(in the example below, "All Company") to display the groups and users belonging to the root group.
Click on a group(in the example below, "Sales Division") to display the groups and users belonging to this group. The profile information of the selected group will appear on the right.
Check the checkbox for the users and groups you want to select.
In this example image, the user "James Miller" and "Olivia Smith", as well as the group "IT Department", which belong to group "All Company", are selected.
Search for users or groups
Use the search function to find the users or groups when you do not know their name or email address.
Enter a keyword, such as name or group name, then press "Enter" or click the magnifying glass icon.
Users and groups matching the keyword will appear.
If there is no match, nothing will be displayed.
Click the downward triangle to the right of the magnifying glass icon to select search criteria.
Note：
The search function uses Google’s search engine. Since it is a keyword-based search, partial strings may not return any results.
View the profile information
The detail information of the selected user or group will be displayed on the right.
Note：
The profile information of the root group will not be displayed.
When you hover over the name of a group, the group’s email address will be displayed.
→
The following information is shown in the profile section.
- Basic Information
- Name, Email address, and profile image.
- Email(Other)
- Email Alias
- Extended Information
- Order Sheet items defined by administrators.
- Groups
- The belonging group of the selected user or group.
- My Group
- The belonging My Group of the selected user or group.
My Group
A “My Group” is a group created for personal use by a user. You can freely register frequently selected users or groups, or users you are personally connected to.
Caution：
The My Group created in Gluegent Flow cannot be used in Shared Address Book or Group Schedular. You need to create in each service.
Create My Group
Check the checkbox of the users and groups that you want to add in My Group.
Click the downward triangle at the top left, then select "Register Current Checks As My Group".
Enter the name of My Group, then click "OK".
The My Group you created will be added to My Group.
Delete My Group
Click the downward triangle at the top left, then select "Delete My Groups".
A small screen will appear.
Select the group you want to delete, then click "OK".
The My Group you selected will be deleted.
Add members to My Group
Click the profile of the user or group you want to add.
Click the icon "" in the profile section.
Your My Group will be displayed on a small screen.
Select the My Group, then click "OK".
Delete members from My Group
Click the user or group you want to delete in My Group.
If the user or group belongs to My Group, My Group will be displayed under "My Group".
Click the icon "" of the My Group you want to delete.
Rename My Group
You cannot change the name of My Group. Please delete and recreate it.
Click the downward triangle at the top left, then select "Clear All Checks".
The members and groups you selected will all be cleared.
Click the My Group that you want to rename. All the members will be selected.
Note：
When you click “My Group”, all members will be selected. Clicking it again will deselect all. However, this feature may be disabled depending on the administrator’s settings. In that case, please select each item individually.
→Bulk selection of group members
Click the downward triangle at the top left, then select "Register Current Checks As My Group".
Enter the new name and click "OK".
Click the downward triangle at the top left, then select "Delete My Groups".
Click the old My Group and click "OK".
Only the new My Group will be displayed.
※The screen captures in this article are taken as of April 2025.