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Sapling - Groups: Manage Your Teams, Locations And More

Bolaji Elusogbon
Updated

Introduction

Group Types, Groups, and Group Filters help organize your team and data in Sapling. They allow you to categorize people, structure workflows, and apply filters across different areas of the platform. This article will guide you through what they are and how to use them effectively.

  • Group Type are used to describe an overarching type of structure within an organization. For example: the default Group Types within Sapling are Location Department and Employment Status. You can also create as many group types as needed, such as Team, Job Family, or Division.
  • Group Filters are group types used elsewhere in Sapling to organize your people and program data. You can apply these filters on Profile Templates, Workflows, Documents, and Outbox Templates.
  • Groups are valid options within an overarching Group Type. For example, in the Location group type, your groups might be Toronto, Lisbon, and New York. You can add as many groups to each group type as needed. You'll be able to select a group for each group type for each team member.

This article covers the following topics:

 

How are Groups used across Sapling?

If a group type is applied to a team member's profile template, you'll be able to assign a specific group value.

Throughout Sapling, you'll see those group types available for refining the targeting of various features. For example, you can refine Admin user permissions to apply only to team members in a certain location.

Most areas of Sapling lean on Location, Department, and Employment Status. However, with our introduction of Group Filters for Profile Templates, Workflows, Documents, and Outbox Templates, we'll begin applying multi-factor filtering to other features as well.

 

Adding New Group Types

  1. Navigate to Administration Tools > Groups
  2. Click Add group
  3. Fill in the name, who completes the field during the onboarding process, the table to store the field, and any relevant help text
  4. Click Save

 

Click the Actions button in the table header to edit or delete the group type if needed. You cannot delete the default Location, Department and Employment Status group types.

 

Adding a Group to a Group Type

  1. Navigate to Administration Tools > Groups
  2. Select your group type from the list
  3. Click the Actions button, then "Add new"
  4. Fill in the name and click Save
  5. Repeat steps 3-5 for every group you're adding to the selected group type

 

Have a lot to add? You can also import the values within our Bulk Data Uploads feature, simultaneously creating the groups and assigning them to your team members.

You can edit or delete groups using the edit and delete icons on each row. Note that deleting a group effectively removes it from any team members as well.

Individual groups can also be disabled to retain their history on your employees but to no longer be selectable for new changes. Disable a group by turning off the toggle for that group.

Configuring Group Filters and Smart Assignment

Smart Assignment recommends matching Profile Templates, Workflows, Documents, and Outbox Templates during onboarding or offboarding based on your Group Filters and team member groups.

  1. Navigate to Administration Tools > Groups
  2. Click "Configure Smart Assignment"
  3. Select which group types you want to use as filters (up to 5)
  4. Click "Next"
  5. Optionally, configure your Smart Assignment rules
  6. Click "Assign"
configure_smart_assignment.gif

 

FAQs

  • Is there a way to export a list of all options for groups such as all departments, locations along with number of users who are assigned these options?
    • Yes, we can help you with this! Contact Customer Support to file a data request ticket
  • How do I make the transition from not using or only lightly using groups to automating more of my onboarding and offboarding programs with Smart Assignment?

 

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