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COmg-CO320-modelOrg/_episodes/03-groups.md

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4. About CO Groups:gear: Difference between CO Groups:gear: and COUs:gear: Group Members & Administrators Automatic/Members Groups Nested Groups CO Email Lists:gear: Hands on - The organization model - CO Groups Hands on - CO Group Settings Hands on - Create a CO Group:gear: Sign into Registry Create a CO Group:gear: Configure the CO Group:gear: Configure email lists Group membership Reconciling group memberships Terminology & resources COmanage Objects Worksheets Slides
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The Groups
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4. About CO Groups⚙️

COmanage Groups (CO Groups⚙️) are defined at the CO⚙️ level, and CO Group Memberships⚙️ are attach to the CO Person⚙️. CO Groups⚙️ provide group functionality enabling actions to be applied to all members of the group at the same time, for example, granting access to an application, joining a mailing list, or expiring membership at the same time. By default, any CO Person⚙️ can create a new CO Group⚙️.

In some cases you will have more sophisticated provisioning needs than can be managed from within COmanage. In these cases, COmanage can be connected to Grouper. Grouper is really for group management. Provisioning would most likely be another tool, of which there are several to choose from.

The attributes for a CO Group:gear: include:

  • Name - name of the group
  • Description - a helpful way to explain the purpose of the group
  • Open vs Closed - An open group is one that allows anyone to join. Participants can self-join, no administrator action is required. Memberships in a closed group can only be set by the group owner.

Difference between CO Groups⚙️ and COUs⚙️

The major differences between COUs⚙️ and CO Groups⚙️ are

Condition COUs⚙️ CO Groups⚙️
Object creation Only CO Administrators👑 can create COUs⚙️ Any CO Person⚙️ can create a CO Group⚙️
Membership structure COU memberships are connected to CO Persons⚙️ via a CO Person Role⚙️ CO Group:gear memberships are connected directly to the CO Person⚙️
Object management COU⚙️ memberships can be automated using enrollment workflows and expiration Policies (to be explained in the next lesson) CO Group⚙️ membership management is simple (for example, manual management by the CO Group⚙️ Owner, or self-opt in for open CO Groups⚙️)
Automatic groups COU⚙️ memberships imply CO Group⚙️ memberships None
Mailing lists None Email Addresses can be attached to CO Groups⚙️ via CO Email Lists⚙️

Group Members & Administrators

A group member is simply a participant in the group. A CO Person⚙️ can be a member, and owner, both, or neither.

The CO Person⚙️ who creates a CO Group is automatically set as both a member and owner of the new group. A group owner has permission to add and remove members to and from the group, including closed groups.

CO Administrators⚙️ can manage any CO Group⚙️ within their CO⚙️.

Automatic/Members Groups

We have already been using groups in our examples as we set up administrative roles. COmanage automatically creates groups when creating COs⚙️ and COUs:gear:. These automatic groups include:

  • admins - the people who can manage the object and the CO Persons⚙️ permissions within the object
  • all members - all of the CO Persons⚙️ associated with the object regardless of status (except for those with a Deleted status)
  • active members - all of the CO Persons⚙️ with an Active or Grace Period status associated with the object

Nested Groups

Nested Groups allow the members of one group (the "nested" or source group) to automatically be included as members of another group (the "target" group). Nested Groups only confer group membership, they cannot be used to manage group ownership. Nested Groups are additive only, it is not possible to specify certain members to be excluded from the target group. Nested Groups do not imply any sort of hierarchy.

Nested Groups are not designed to scale to very large groups, and in particular manual reconciliation of a very large group with one or more Nested Groups may be problematic. Deployments experiencing problems working sophisticated group structures may wish to consider a solution such as Grouper.

CO Email Lists⚙️

Email Lists are data structures that associate CO Groups:gear: and their memberships with listservs. COmanage does not provide actual message delivery capabilities, but rather maintains metadata about lists in order to provision list management software that support Email List objects. Currently supported email list-aware provisioners include:

  • LDAP Provisioning Plugin (I don't think this is implemented yet...)
  • Mailman Provisioning Plugin

CO Email Lists⚙️ in COmanage include

  • A name - The list name will typically become the left hand side of the list's email address
  • A description to make the list purpose easier to understand
  • A status of active or suspended

To manage the lists of people associated with the mailing list, CO Groups:gear: are used to indicate both list membership and roles for the list. The following are currently supported:

  • Members
  • Administrators
  • Moderators

As an example, if you create a CO Email Lists⚙️ called "Researchers" and attach the CO Group⚙️ "Biologists" as the mailing list's members group, then any active CO Person⚙️ who is a member of the Biologists group will be subscribed to the Researchers list in the mailing list management software. The actual privileges assigned to members, administrators, and moderators are determined by the specific mailing list software.

Hands on - The organization model - CO Groups

Interactive system activity

Let's add to the organizational model that we're using as an example and its related worksheet, Modeling Organization 📝. We'll also use the example people that you modeled in the last lesson ( Modeling People 📝) for inspiration for the groups that you will create.

On the Modeling Organization :memo: worksheet, draw the relationship of a few groups that your example people are in. Some questions to consider:

  • What COs⚙️ are the groups in?
  • Which of the groups will need mailing lists?
  • Do you need special groups to moderate and/or be administrators of mailing lists?
  • Are any of these groups nested?
  • Who are the natural owners of the groups?
  • Which groups are open (can be joined by anyone), and which are closed?

Draw an image showing the relationship of the groups to the other organizational structures that you created.

[10 min]

Hands on - CO Group Settings

Interactive system activity

Now that you have a picture that describes the relationship of the groups to the other structures, select one or two of the groups, and plan them out more fully using the Modeling Organization 📝 worksheet.

Here you will outline the metadata for each group, and will specify in more detail information about nested groups and/or email lists if needed.

If you specify that this group is part of a set of nested groups, also fill in a worksheet for the nested group(s).

If you specify that this group has an email list, fill in a worksheet for any related groups, for example, the group of administrators and/or moderators for the mailing list.

(10 min)

Hands on - Create a CO Group⚙️

Interactive system activity

We will now implement what you have specified on your worksheets.

REQUIRED ROLE: any Active CO Person⚙️

Sign into Registry

  1. Using the credentials you specified as part of the COmanage setup (or the CO Administrator👑 that you established in the last section), sign into the system.

  2. Navigate to your CO⚙️. If necessary, select your CO⚙️ by selecting Collaborations from the menu on the left, and then selecting your Collaboration.

Create a CO Group⚙️

  1. In the menu on the left, click on the Groups link to display the current list of CO Groups⚙️, including the automatic groups.

  2. Click the Add Group link above the table to create a new group. Fill in the form using the values that you included in the metadata section of your worksheet, and click the ADD button to add the CO Group⚙️.

  3. Repeat this process for any other CO Groups⚙️ that you created worksheets for.

Configure the CO Group⚙️

  1. From the list of CO Groups⚙️, prepare to edit one of the groups that you just created by clicking on the Edit button in the Actions column on the right.

  2. If you have indicated that your group is part of nested groups, click on the Add Nested Group link to configure the nesting relationship. When setting the relationship, you will need to start from the Target Group. On the worksheet, you will add the groups in section 6 to the group that you are editing. i.e., every group that you add, will have its members included in the group that you opened. This step assumes that you have already create the groups that you intend to nest.

Screen Shot - click to add your nested groups

Configure email lists

If you have indicated that your group should have an email list, you will configure it in the email lists section.

  1. In the menu on the left, select Email Lists. Click the Add Email List link above the table to configure a new email list.

  2. Using section C of your CO Group worksheet, fill in the form to configure your new email list. This step assumes that you have already the groups that will be used as members, administrators and moderators for the mailing list.

Group membership

We will be reviewing group membership as part of the enrollment workflows in the next lesson.

Reconciling group memberships

In general, nested group memberships and memberships of automatic groups are updated in real time as needed. However, If an automatic group or a group with nested groups appears to have incorrect group memberships, the group may be manually reconciled to fix incorrect memberships. To reconcile a group, edit the desired group and click Reconcile.

Manually reconciling a group will not automatically reconcile related groups. For example, if Group A has nested Group B which in turn has nested Group C, and Group C is manually reconciled, it will probably be necessary to also manually reconcile Group B.

[15 min]

< TO BE UPDATED >

Terminology & resources

COmanage Objects

OBJECT DESCRIPTION
CO Person⚙️ the representation of a person in COmanage
CO Group⚙️ a specific COmanage organizational structure for representing certain collections of CO Persons⚙️

Worksheets

WORKSHEET DESCRIPTION
Modeling Organization 📝 Planning sheet used in this lesson for understanding how the parts of the COmanage Organization fit together.
CO Group Planning Worksheet 📝 Planning worksheet for creating your CO Group(s). Contains all of the configuration sections at a glance.

Slides

To be included

NEXT SECTION: 2. The COU

LESSON OVERVIEW: CO320 - Modeling Your Organization in COmanage

WORKSHOP OVERVIEW: COmanage Workshop: Managing Identities & Collaborations