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title teaching exercises questions objectives keypoints workshopOverviewName workshopOverviewURL lessonOverviewName lessonOverviewURL previousEpisodeName previousEpisodeURL nextEpisodeName nextEpisodeURL
The Groups
Question here
List the objectives
List the key takeaways for the episode
COmanage Workshop: Managing Identities & Collaborations
CO320 - Modeling Your Organization in COmanage
2. The COUs
4. About CO Departments

3. 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 group management needs than what can be managed from within COmanage. In these cases, COmanage can be connected to Grouper.

The attributes for a CO Group⚙️ 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.

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⚙️. 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

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 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 (for example, member or active groups) None
Mailing lists None Email Addresses can be attached to CO Groups via CO Email Lists⚙️

CO Email Lists⚙️

Email Lists are data structures that associate CO Groups⚙️ 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 Mailman.

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⚙️ 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 📝 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?
  • 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 email lists if needed.

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 COmanage

  1. Using the credentials you specified as the CO Administrator👑, 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 > All 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⚙️.

    Screen shot - Add Group

  3. Repeat this process for any other CO Groups⚙️ that you created worksheets for. Make at least one of these groups an Open group that anyone can join.

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.

    Screen shot - new 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.

[15 min]

Terminology & resources

COmanage Objects ⚙️

CO⚙️ any formal or informal group of individuals that work collaboratively in a digital setting. They have a goal of a shared infrastructure that supports their collaborations so that the traditional limitations of localized applications may be overcome. CO320-01
COU⚙️ an organizational structure within a CO that differs in how individuals join and/or leave the group, how applications get provisioned or deprovisioned, who manages person membership and privileges in the group, or in the information stored or used about members of the group. CO320-02
CO Group⚙️ A specific COmanage organizational structure for representing certain collections of CO Persons⚙️ CO320-03 (this section)
. ****** CO310 - Modeling People in COmanage ****** .
CO Person⚙️ The representation of a person in COmanage CO310-01
Organizational Identity Source⚙️ Information about a person as obtained from an external source such as LDAP, netFORUM or ORCID CO310-02
Organizational Identity Source Records⚙️ COmanage's cached value of the values at the source CO310-02
CO Person Role⚙️ The representation of a person's role in COmanage. This object describe the person's role with certain collections of people within your organization or collaboration. These objects are attached to ⚙️ CO Person objects; there may be any number of Roles. C0310-04

CO Person Roles 👑

CMP Administrators👑 CMP Administrators are effectively super users, with the ability to perform almost all operations on the platform. CO320-01
CO Administrators👑 CO⚙️ Administrators are super users within a CO. These individuals belong to the CO:admins group of the CO⚙️. CO320-01
System Administrators👑 System Administrators have privileges that enable them to maintain the COmanage application. CO320-01
COU Administrators👑 Individuals that have the ability to perform lifecycle management operations on the CO People⚙️ who have CO Person Roles⚙️ associated with the COU⚙️. CO320-02


Modeling Organization 📝 Planning sheet used in this lesson for understanding how the parts of the COmanage Organization fit together CO320 (this lesson)
CO Planning Worksheet 📝 Planning worksheet for creating your CO(s). Contains all of the configuration sections at a glance CO320-01
COU Planning Worksheet 📝 Planning worksheet for creating your CO(s). Contains all of the configuration sections at a glance. CO320-02
CO Group Planning Worksheet 📝 Planning worksheet for creating your CO Group(s). Contains all of the configuration sections at a glance. CO320-03 (this section)
. ****** CO310 - Modeling People in COmanage ****** .
Modeling People 📝 Planning sheet used in this lesson for understanding how to model people in COmanage. This sheet is used to organize how specific people and their relationships would be expressed within COmanage CO310

NEXT SECTION: 4. About CO Departments


LESSON OVERVIEW: CO320 - Modeling Your Organization in COmanage

WORKSHOP OVERVIEW: COmanage Workshop: Managing Identities & Collaborations

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