Knowledge Base Article

Add Member Groups

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A Member Group is an organized group of individuals who belong to your organization through a membership. They are grouped together for a specific purpose.

To get started, choose Membership > Member Groups - from the Argenta main menu on the left-hand side of the screen.


This opens your Member Groups list. From here, click the “Add New” button:


This opens the Add a Member Group Workspace:

 
You will notice that this workspace has three tabs in it. Let's go tab-by-tab and field-by-field:
 
1. Member Group Details tab:
 
 
On this tab you will enter the details about your member group:
  1. Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this record to view-only access unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to modify this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  2. Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this record so that users cannot view or update the record unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to access this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  3. Active Date - By default the day you are entering this group will be entered. You can change this by manually typing in a date or by using the calendar selector. This is a required field.
  4. Group Name - Enter a name for your group here. This is a required field. 
  5. Group Status - Select a status for your group. Your options are: Active or Inactive. This is a required field.
  6. Group Category - Select an applicable group from the drop-down list. If an applicable group is not listed you can create a new one by clicking the Add New  icon. You may also choose to leave this as *Unknown/Other or N/A. This is a required field.
  7. Group Age Level - Select a group age level from the drop-down list. You can leave this as *No Designated Level as well.
  8. Group Description - You can enter a description of your group here.
  9. Group Leader/Team Member - If there is a member of your team that is the leader or responsible for this group, select the Lookup icon to search for and select them.
  10. Budget Amount - If this group has a budged you can enter that amount here.
  11. Budget Time Period/Term - With a budget amount entered above, you can set the time period or term of the budget here. Select the appropriate term from the drop-down list.
  12. Chapter - If this group belongs to a specific chapter within your organization or you wish to restrict users by chapter, select the appropriate chapter from the drop-down list. If you have users in your system who are restricted by chapter, they will only be able to see records in the chapters you have granted them access to.
  13. Division - If this group belongs to a specific division within your organization or you wish to restrict users by division, select the appropriate division from the drop-down list. If you have users in your system who are restricted by division, they will only be able to see records in the divisions you have granted them access to.
  14. Department - If this group belongs to a specific department within your organization or you wish to restrict users by department, select the appropriate department from the drop-down list. If you have users in your system who are restricted by department, they will only be able to see records in the departments you have granted them access to.
  15. District - If this group belongs to a specific district within your organization or you wish to restrict users by district, select the appropriate district from the drop-down list. If you have users in your system who are restricted by district, they will only be able to see records in the districts you have granted them access to.
  16. Precinct - If this group belongs to a specific precinct within our organization or you wish to restrict users by precinct, select the appropriate precinct from the drop-down list. If you have users in your system who are restricted by precinct, they will only be able to see records in the precincts you have granted them access to.
  17. Related Files - Like all other modules and sections in Argenta, you can also add an unlimited number of related files to this group. If you need help adding a file please see our other KB Article - Add Related Files. Make sure to save your changes first before adding related files. If you would like to add any related files to this group you can do so here. Simply click the "Browse" button to search for and select a file from your computer or drag and drop the file into the "Drag & Drop File Box".
  18. Notes - If you would like to add any notes to the group you do so in the Notes section. If you need help adding notes please see our other KB Article - Add A Note to the Notes Section. To add a note, click the "Add Note" button. This will open the "Add A New Note" screen where you can type a note. Click the "Save & Add This Note" button to save the note and be returned to your Member Group Workspace. 
You should save your changes before moving on. Click the "Save All Changes & Continue" button to save your changes and move on to the next tab. If you are done adding your group you can click the "Save All Changes & Exit" button.
 
2. Group Members tab:
 
 
This is the tab where you will add members to the group. From here, select the "Add New" button:
 
 
This will open the Add A Member To Group screen:
 
 
From here you will enter these details about your member:
  1. Member ID - Click the Lookup icon to search for and select a member. The Member's ID will be displayed with their name below. This is a required field. 
  2. Active Date - By default, the day you are entering the record will be displayed. You can change this by manually entering a date or by using the date selector. This is a required field.
  3. Role in The Group - By default, "Participant" will be selected. You can change this by clicking on the drop-down list and selecting another role. This is a required field.
With these fields entered, click the "Add This Group Member" button to add your member and be returned to the Member Group Workspace. Repeat this to add all of the members of your group. 
 
3. Record Permissions tab:
 
 

This tab controls the record permissions for Member Groups.

3. A. View Only Access:

Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.

3. B. Locked Record Access:

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.