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Frequently Asked Questions

Frequently Asked Questions

Creating or modifying a Group

A separate page (https://its-serv2.case.edu/googlegroups/) has been set up for the creation and deletion of Google Groups at Case Western Reserve. See Create a Group for more information.

There are three default roles created for every Google Group: Owner, Manager and Member. These roles cannot be removed.

The Owner role: For Google Groups at Case Western Reserve, the Owner role represents University Technology, UTech.

  • Owners administer the service and moderate list creation
  • Owners edit default templates and provide help to Group managers and members

The Manager role: The Manager role has the permissions associated with the owner role in Sympa.

  • Managers primarily have member and message management responsibilities
  • Managers can add or remove other managers

The Member role: All members of a Group belong to the Member role (in addition to any other role they may have within the Group).

  • Any permission set on the Member role is automatically set on all other roles

A Manager in Groups is the equivalent of an Owner in Sympa Mailing List Manager (Lists@Case). An Owner in Groups is the equivalent of a List Master in Lists@Case. 

  1. Go to groups.case.edu.
  2. Click My Groups.
  3. Click Manage below the name of the Group you want to work with.
  4. Settings that can be changed are listed to the left of the workspace.
  • Exact settings displayed will depend on the individual permissions assigned to the user’s Role within the Group.
  • Users who do not have permission to change any of the Group settings will not have access to the Manage Group page. 

For more information on modifying Group settings, visit the Groups Training and Help page.

Yes, when you create a new Group, you will be prompted to choose from one of several templates. These templates match the options available in Lists@Case. To get started, visit the CWRUs-specific Create/Delete page at https://its-serv2.case.edu/googlegroups/.

  1. Go to groups.case.edu.
  2. Click My Groups.
  3. Click Manage below the name of the Group you want to work with.
  4. From the left menu, navigate to Permissions > Posting permissions.
  5. Set the following permissions to “All members of the Group:”
      • Assign Topic
      • Enter Free Form Tags
      • Note: If the “Enter Free Form Tags” option is greyed out, you must activate the Tags feature:
        1. Go to Settings > Tags.
        2. Click Enable tags.
        3. Click Save.
  6. From the left menu, navigate to Permissions > Moderation permissions
  7. Set the following permissions to “All members of the Group”:
    • Change Any Tag or Category
    • Mark Duplicate
    • Mark Favorite Reply on any Other User’s Topics
    • Mark No Response Needed
    • Take Topic
    • Unassign Topic
    • Unmark Favorite Reply on any Topic

It is possible for group managers to send messages out in the name of the group while hiding their personal information (name, CWRU ID, CWRU email address), but the exact setup necessary will vary with the specific needs of a group.

 

If you would like to add this functionality to a group that you manage, please open a help desk ticket requesting assistance. UTech will work with you to set up anonymous sender functionality per the needs of your group.

A “Public Group” is a Google Group that is created on a service external to CWRU. Public Group email addresses will have an “@googlegroups.com” extension instead of “@case.edu”.

  • You can view a list of public Groups to which you belong by going to the My Groups page and switching the organization view to Public Groups.
  • You can create a public Group by clicking the CREATE GROUP button visible when viewing the Public Groups page.

Adding members to a Group

When a new Group is created, the user who requested the Group is automatically added to that Group as a Manager.

Newly created Groups limit membership to those who have a valid case.edu email address. To allow external members:

  1. Go to groups.case.edu.
  2. Click My Groups
  3. Click the Manage link below the name of the Group you want to work with.
  4. From the menu to the left of the page, click Permissions > Basic permissions.
  5. On the Basic permissions page, locate “Allow members external to this organization.”
  6. Check the box next to “Allow new users not in case.edu” to enable this option.
  7. Click Save.

University Technology, has a tool that allows you to add email addresses in bulk: https://its-services.case.edu/googlegroups/external.html 
NOTE: You must be the manager of the group to which you are adding members

  • Create your Google Group
  • Access the Add External Members web page and enter the email address of your Google Group
  • Enter the list of external email addresses to be added to the Google Group separated by any combination of a comma, a space, or a newline
  • Click the Submit Query button

Managing members of a Group

Google does not provide a way for Group managers to prevent members from unsubscribing. Contact the UTech Service Desk for additional information and possible alternatives.

  1. Go to groups.case.edu.
  2. Click My Groups.
  3. Click the Manage link below the name of the Group you want to work with.
  4. From the menu to the left of the page, click Roles, then Member > Permissions.
  5. Click Edit, then choose the permissions you want to assign to that role.
  6. Click Save.

A current manager for the affected group must open the appropriate Manage Group page by going to groups.case.edu, clicking the "My group" link, and selecting the "Manage" link under the name of the group for which a manager is being added.

If the person being given a manager role is already a member of the Group:

  1. Select "All members" from the menu to the left of the screen to view a list of all current members of the group.
  2. Locate the name of the person being given the manager role and check the box next to their name.
  3. Click the "Actions" button at the top of the screen and select "Add to role > Manager" from the dropdown list.
  4. Verify that "Manager" now appears in the Role column next to the new manager's name.

If the person being given a manger role is NOT a member of the Group:

  1. Follow the instructions on "How to direct add members" (located on the Training Resources for Google Groups page under "Add People to Your Group") to add the person as a group member.
  2. When finished, follow the instructions above to assign the Manager role to the new member.

WARNING: DO NOT ATTEMPT TO REMOVE YOURSELF AS A GROUP MANAGER UNLESS THERE IS ANOTHER ACTIVE MANAGER IN THE GROUP. You will not be able to re-add yourself as a manager!!!

Open the appropriate Manage Group page by going to groups.case.edu, clicking the "My groups" link, and selecting the "Manage" link under the name of the group from which you want to be removed.

If you want to remove the manager role but remain a member of the Group:

  1. Select "All members" from the menu to the left of the screen to view a list of all current members of the group.
  2. Locate your name on the list and check the box next to your name.
  3. Click the "Actions" button at the top of the screen and select "Remove from role > Manager" from the dropdown list.
  4. Verify that "Member" now appears in the Role column next to your name.

If you want to remove yourself completely from the Group:

  1. Follow steps 1 & 2 from the instructions above to locate and select your name from the list of members.
  2. Click the "Actions" button at the top of the screen and select "Remove from group" from the dropdown list.

A pop-up box will ask if you are sure you want to be removed from the group. Click "Remove" to continue or "Cancel" to remain in the group.