Opening the Alfresco Admin Tools

You can only see the Admin Tools option on the menu bar if you are an administrator user or a user who is a member of the ALFRESCO_ADMINISTRATORS group.

Click Admin Tools.
You see the list of tools on the left-side of the page. The first set of tools are for general Alfresco administration:
- Application
- Category Manager
- Node Browser
- Tag Manager
The remaining tools are grouped into the following categories:
- File Management
  - Trashcan
- Content Publishing
  - Channel Manager
- Repository
  - Replication Jobs
- Users and Groups
  - Groups
  - Users
Select an Admin Tool from the left side to see the page for each tool.

Application settings

Use the Application tool in the Admin Tools to set application settings.

Changing the theme

The look and feel of the user interface is set by a theme. The Application tool lets you select a color scheme for the user interface.

Click Admin Tools, and then click Application.
On the Options page, select a theme from the list.
Choose one of the available themes:
- Green Theme
- Blue Theme
- Light Theme
- Yellow Theme
- Google Docs Theme
- High Contrast Theme
Click Apply.
The new theme applies the CSS and image assets across all pages.

The page refreshes to display with the selected theme. The changed theme affects all users from the next time they login and persists across sessions.

A new installation uses the default theme.

Note: Site managers can customize the theme for an individual site. If a site theme has been changed, this will override any theme setting made in the Admin Tools.

Changing the logo

The Alfresco logo on the top left is at the top left-side. You can change the logo to another image file.

Click Admin Tools, and then click Application.
On the Options page, click Upload.
You'll see the Upload File window.
Click Select files to upload.
Choose a file and click Open.
You can choose to upload any image you like but there are some recommendations for suitable sizes for the image. The maximum recommended image height for your image file is 48 pixels.

The file you chose shows in the Upload File window. If it's not the right file, click Remove to select another file.
Click Upload File(s).
When you see that the file is successfully uploaded, click OK.
Click Apply.
The newly uploaded file now becomes the logo for Alfresco.
If you wish to change the logo back to the default Alfresco logo, click Reset to display the original logo, and then click Apply.

Managing categories

Use the Category Manager to add, edit, and delete content categories.

Click Admin Tools, and then click Category Manager.
The Category Manager page shows a tree structure of the categories created in the system. The top level is called Category Root and by default, the following sub-categories are listed:
- Languages
- Regions
- Software Document Classification
- Tags
You can categorize files using parent categories and their child categories.
Click the category icons () to expand the list of categories.
When you hover over the category name, you see the available action icons for: Edit category (), Add category (), and Delete category ().
To edit a category, click the Edit Category icon, edit the category name inline, and then click Save.
To add a category, click the Add Category icon, enter a name in the Category name field, and then click OK.
When using Solr, there maybe a delay before the new category appears in a search query until after Solr has been reindexed. Categories are eventually consistent. Categories are available for use across all sites and by all users.
To delete a category, click the Delete Category icon, and then click Delete to confirm that you wish to delete the category.
The category is deleted from the system. Any content is removed from that category label.

See Tagging and categorizing content [14] for more about using categories.

Using the Node Browser

The Node Browser is a debugging aid that allows you to browse the raw Alfresco repository structure. This feature is intended for developers responsible for customizing the application.

This is a read-only feature with basic search capability.

Click Admin Tools, and then click Node Browser.
By default, the search criteria PATH:"/" is shown in the Node Browser field for the workspace://SpacesStore repository store. Each store is an area of the repository. The nodes contained within each store are organized hierarchically. The node displayed is the root node of the selected store.
The default search type is set to fts-alfresco. For most administrative tasks, you can use the default search type. See Alfresco Full Text Search reference [15] for more detail.
Enter your search criteria in the Note Browser field.
Click Search.
Click the link in the Reference column to browse the details.
The details of the properties, aspects, children, parents, associations, source associations, and permissions are displayed for the node.
Click Back to Search to browse another node.

You can use another search syntax by choosing one of the following types from the Search drop-down list:

storeroot
noderef
xpath
jcr-xpath
lucene
fts-alfresco
cmis-strict
cmis-alfresco
db-afts
db-cmis

Managing tags

Tags can be added to content within the Document Library. Use the Tag Manager page to view, edit, and delete all the tags that have been created by users.

Click Admin Tools, and then click Tag Manager.
The Tag Manager page shows a list of the tags that have been created, the name of the user who created or modified the tag, and the date on which the change was made.
If there are no tags in the system, you see the message: No tags found.

When you hover over the right hand Actions column, you see the available action icons for: Edit tag () and Delete tag ().
1. To edit a tag, click the Edit tag icon, edit the tag name in the Rename Tag field, and then click OK.
2. To delete a tag, click the Delete tag icon, and then click Delete to confirm that you wish to delete the tag.
  The tag is deleted from the system and removed from any content where it was previously tagged.
Click the tag name to see a list of the repository content that uses this tag.
Click the user name to see the profile of the user who last modified the tag.

See Tagging and categorizing content [14] for more about using tags.

Managing social content publishing

Social content publishing allows you to use content from Alfresco to publish out through other social platforms or delivery mechanisms.

The current out-of-the-box support is for the following social platforms:

Facebook
Flickr
Linkedin
SlideShare
Twitter
YouTube

Any content asset from the document library can be published to any appropriate publishing channel.

The framework allows you to develop and plug-in additional channels.

Creating a Bitly user for social publishing

Within the social content publishing feature, Alfresco uses Bitly as the default URL shortener for publishing tweets and Facebook updates. To ensure that the URL shortener works from Alfresco, you need to subscribe to Bitly to generate an API Key, and then apply the user name and API key to configure Alfresco.

Open a browser and navigate to the following URL:
```
https://bitly.com/a/sign_up
```
Type in a user name, email address, and password that you would like to use for this Bitly account.
Click Create account.
On the page that appears, click your user name on the right side of the screen, and then select Settings.
On the Settings page, choose the Profile tab (usually the default).
The profile settings show your email address and indicate that your email address is not yet verified.
Check that the email address shown is correct and click the Click here link to verify your account.
You will receive a verification email for the address you used in the profile settings. Check your inbox and follow the instructions in the email to confirm the address.
Note: This is an automated email and it may be marked as spam.

You will then see a page showing that the account verification was successful.
On the Settings page, choose the Advanced tab.
This screen shows two fields in the Legacy API Key section: Login and API key.

For example:

You will use the values of these two fields to configure Alfresco.
Open the Alfresco global properties file <classpathRoot> /alfresco-global.properties.
Add the following properties using the Login and API key values from the Bitly settings page. For example:
```
urlshortening.bitly.username=anexample
urlshortening.bitly.api.key=R_a6689e13748149ccb35c4e1afadbb03e
```
Where:
anexample

Is the login name from the Bitly account you created.

R_a6689e13748149ccb35c4e1afadbb03e

Is the example API key generated from the Bitly account.
Restart the Alfresco server to start using the Bitly settings for your social content publishing.

Create a new channel

Create new channels on the Channel Manager page.

Click Admin Tools, and then click Channel Manager.
On a new installation, there are no existing channels created.
Click New, and then select the required channel type.
Choose from the following channels:
- Facebook
- Flickr
- LinkedIn
- SlideShare
- Twitter
- YouTube
Follow the setup instructions for the channel you choose.

Important: When you access Alfresco, use the correct URL for your Alfresco instance, rather than using http://localhost:8080/share. This ensures that the service provider for the relevant channel knows the location of Alfresco when channel authorization is complete. If these are incorrect, then the authorization may fail.

Creating a Facebook channel

Create new Facebook channels on the Channel Manager page.

Click Admin Tools, and then click Channel Manager.
Click New.
Select the Facebook.
You see the Facebook Request for permission page stating that Alfresco is requesting permission for access to your Facebook account.
Click Allow.
You see a popup window indicating that a new Facebook channel has been created. The Facebook channel displays on the Channel Manager page.

The name of the new channel is New Facebook channel. Hover the mouse pointer over the name and you see an edit icon. Click the icon to change the channel name.

Creating a Flickr channel

Create new Flickr channels on the Channel Manager page.

Click Admin Tools, and then click Channel Manager.
Click New.
Select the Flickr.
You see the Flickr Sign in to Yahoo authorization page.
Enter your Yahoo ID and password, and then click Sign in.
You are then requested to authorize the Alfresco can access the Flickr account.
Click OK, I'LL AUTHORIZE IT.
You see a popup window indicating that a new Flickr channel has been created. The Flickr channel displays on the Channel Manager page.

The name of the new channel is New Flickr channel. Hover the mouse pointer over the name and you see an edit icon. Click the icon to change the channel name.

Creating a LinkedIn channel

Create new LinkedIn channels on the Channel Manager page.

Click Admin Tools, and then click Channel Manager.
Click New.
Select the LinkedIn.
You see the LinkedIn authorization page.
Enter your LinkedIn user name and password, and then click Sign in.
LinkedIn will then list the applications that you have authorized.

The LinkedIn channel displays on the Channel Manager page.

The name of the new channel is New LinkedIn channel. Hover the mouse pointer over the name and you see an edit icon. Click the icon to change the channel name.

Creating a SlideShare channel

Create new SlideShare channels on the Channel Manager page.

Click Admin Tools, and then click Channel Manager.
Click New.
Select the SlideShare.
You see the SlideShare authorization page.
Enter your SlideShare user name and password, and then click OK.
SlideShare will then list the applications that you have authorized.

The SlideShare channel displays on the Channel Manager page.

The name of the new channel is New SlideShare channel. Hover the mouse pointer over the name and you see an edit icon. Click the icon to change the channel name.

Creating a Twitter channel

Create new Twitter channels on the Channel Manager page.

Click Admin Tools, and then click Channel Manager.
Click New.
Select the Twitter.
You see the Twitter authorization page requesting the user name and password of the Twitter account.
Enter your Twitter user name and password, and then click Authorize app.
You see a popup window indicating that a new Twitter channel has been created. The Twitter channel displays on the Channel Manager page.

The name of the new channel is New Twitter channel. Hover the mouse pointer over the name and you see an edit icon. Click the icon to change the channel name.

Creating a YouTube channel

Create new YouTube channels on the Channel Manager page.

Click Admin Tools, and then click Channel Manager.
Click New.
Select the YouTube.
You see the Alfresco Channel Authentication page requesting your user name and password for the new YouTube channel.
Enter your YouTube account user name and password and then click Login.
You see a popup window indicating that a new YouTube channel has been created. The YouTube channel displays on the Channel Manager page.

The name of the new channel is YouTube channel. Hover the mouse pointer over the name and you see an edit icon. Click the icon to change the channel name.

Changing a channel permission

Permissions can be granted to users and groups for each publishing channel.

Permissions can be set either by

Inherited permissions
Locally set permissions

When a channel is created, all users are set to the Consumer role by default. This means that no users will have permission to publish content except the administrative user.

Click Admin Tools, and then click Channels Management.
Locate the channel that you wish to change the permissions.
Click Permissions.
You see the Manage Permissions page for the channel. Permissions are inherited by default. To disable inherited permissions, click Inherit Permissions, and then click Yes.

Authorizing a channel

You can authorize a channel from the Channels Management page.

Click Admin Tools, and then click Channels Management.
Locate the channel that you wish to reauthorize.
Click Reauthorize.
You see the relevant authorization pages for the channel.
Follow the instructions for authorizing the channel.

Deleting a channel

You can delete channels from the Channels Management page.

Click Admin Tools, and then click Channels Management.
Locate the channel that you wish to delete.
Click Delete.
You are asked to confirm that you wish to delete this channel.
Click OK.
The channel is deleted and the channel icon is removed from the Channels Management page.

Managing replication jobs

The Replication Jobs tool enables you to create and manage replication jobs in Share.

A replication job specifies the content to be replicated; the day and time the job is to be performed; and the target location for the replicated content.

The job is controlled by the Replication Service, and it calls the Transfer Service, which allows folders and content to be automatically copied between Alfresco repositories. A replication job can be run according to a schedule or on-demand.

By default, any replicated content is read-only in the target repository. This ensures the integrity of the content is not affected by uncontrolled updates.

Viewing a replication job

Select a replication job to view the job details and display the available actions.

Click Admin Tools, and then click Replication Jobs.
The Replication Jobs page displays a summary of recently run jobs and a list of existing replication jobs. In this list, use the menu provided to sort the jobs by Status, Name, and Last Run Date.
In the Jobs section, click a job to view its details.
The job appears highlighted in the list and its details appear on the right side of the page.

Creating a new replication job

You can create any number of replication jobs to suit your needs.

Click Admin Tools, and then click Replication Jobs.
In the Jobs section, click Create Job.
The Create New Replication Job page appears. Fields marked with an asterisk (*) are required.
Enter the details for the new replication job.
1. Enter a name for the job, and enter a description, if required.
2. In the Payload section, click Select.
  Navigate the repository and click Add to the right of each space that you want to include in the payload. This content will be replicated (copied) from the repository to the transfer agent (target file system) when the job is run. Click OK.
3. In the Transfer Target section, click Select.
  
  Navigate the Transfer Target Groups and click Select to the right of the target. Click OK.
  
  Note: Out of the box, one target group, Default Group, is available. This folder corresponds to the ftr-root folder on the target file system. Create additional target groups in Data Dictionary > Transfers > Transfer Target Group. A rule defined on the Transfer Target Groups folder specializes the type of any folder created within it.
4. Specify when you want the replication job to run.
  Select the Schedule job check box, then enter the date and time the job is to run. Specify the repeat period for this job.
5. Select the Enabled check box to enable to replication job to run.
  
  Note: You must enable a replication job for it to be run.
Click Create Job.
The job created appears highlighted in the Jobs list. The job details appear on the right side of the page.

Managing existing jobs

The Replication Jobs page in Admin Tools displays a list of all existing replication jobs.

For each job in this list, you can perform any of the following actions to manage and maintain the jobs:

Run a job
Cancel a job
Edit a job
Delete a job

Running a replication job

The Run Job tool allows you to run a replication job. You can do this at any time. If a schedule is set for the job, it remains in place and will be run at the appropriate time.

Click Admin Tools, and then click Replication Jobs.
In the Jobs section, click the job that you want to run.
The job appears highlighted in the list and its details appear on the right side of the page.
Note: For a job to be run, it must be enabled.
Click Run Job.
The Status section on the right side of the page indicates that the job is running. The date and time the job started is displayed.

Canceling a replication job

You can cancel a job that is currently running, regardless of whether it was started automatically (that is, it is a scheduled job) or manually.

Click Admin Tools, and then click Replication Jobs.
In the Jobs section, click the currently running job that you want to cancel.
An icon () to the left of the job name indicates a job is currently running.
The Status section on the right side of the page indicates the start time of the selected job.

Note: If the job was already displayed, you may need to click Refresh to update the status.
Click Cancel Job.
The job is stopped and a report is created.

Editing a replication job

You can easily update existing replication jobs. In addition to changing the job details, you can use this feature to disable a job so that it will not be run.

Click Admin Tools, and then click Replication Jobs.
In the Jobs section, click the job you want to edit.
The job appears highlighted in the list and its details appear on the right side of the page.
Click Edit.
The Edit Replication Job page appears.
Edit the replication job as necessary. All job details—name, description, payload, transfer target, and schedule—are available for editing.
Add and remove source items as necessary. Click Remove to the right of a single item to remove it. Click Remove All beneath the list to remove all items.
Deselect the Enabled check box to prevent the job from being run.
Click Save.
The main page displays the updated job details.

Deleting a replication job

If you no longer need a replication job, you can delete it from the Jobs list. If there is a chance you might need the job again, you may prefer to edit the job and simply disable it.

Click Admin Tools, and then click Replication Jobs.
In the Jobs section, click the job you want to delete.
The job appears highlighted in the list and its details appear on the right side of the page.
Click Delete.
A message prompts you to confirm the deletion of the selected job.
Click Delete.
The selected job is deleted from the jobs list.

Viewing replication job reports

Two reports—local and remote—are available for each replication job run successfully.

The local report is the transfer report from the sending system, which manages the content being transferred to the receiving system. The local report details the speed at which the files were transferred and other related details.

The remote report is the transfer report from the receiving system. This report indicates whether files were created, updated, modified, or deleted as part of the transfer.

Click Admin Tools, and then click Replication Jobs.
In the Jobs section, click the job you want to view.
The job appears highlighted in the list and its details appear on the right side of the page.
Select the desired report:
- Click View Local Report.
- Click View Remote Report.
The selected report displays on the details page of the Repository Document Library.

Managing users

The Users tool lets you create and manage the user accounts.

Creating a new user

Use the Users tool to create users accounts.

Click Admin Tools, and then click Users.
You"ll see the User Search page.
Click New User.
The New User page appears. Fields marked with an asterisk (*) are required.

Complete all the required user fields.

Field	What is it?
First Name	Type the first name of the new user.
Email	Type an email address that the user will use for receiving Alfresco notification emails.
User Name	Type a user name for the new user. You can use any name but it is
Password	Type a password for the user account. Note: Enter a minimum of five characters otherwise you'll not be able to see the Create User button.
Verify Password	Repeat the password. Make sure that you type the same password you typed in the Password field.

Add the user to existing user groups:
1. In the search box, type the full or partial name of the desired group.
  You must enter a minimum of one (1) character. The search is not case sensitive.
2. Click Search.
3. In the list of returned results, click Add to the right of each group you want the user to be a part of.
  The groups appear beneath the Groups list. Click a group to remove it.
4. Perform additional searches as necessary to locate and add more groups.
In the Quota box, specify the maximum space available for this user and select the appropriate unit (GB, MB, or KB).
This information is not required. When no quota is provided, the user has no space limitations.

Content quotas are disabled by default. You can change the default setting by adding the following property to the alfresco-global.properties file: system.usages.enabled=true.
Click Create User.

Note: The create buttons are not available until you complete all the required fields. If you didn't type in matching passwords, you'll see a message to say that the password fields do not match.

If you intend to immediately create another user, click Create and Create Another. This creates the user account specified and clears the fields without returning you to the User Search page.

Uploading multiple users

Use the Users tool to upload externally created users from within a comma-separated (CSV) file.

When initially setting up the accounts for your users, it can be time consuming to create multiple users individually. Alfresco lets you create these users by uploading a file that contains the list of all your users. The file needs to contain the names and other details, separated by commas.

You can create this file, either from a text file or from a Microsoft Office spreadsheet. You need to create the file using named headings and the following order:

User Name,First Name,Last Name,E-mail Address,,Password,Company,Job Title,Location,Telephone,Mobile,
Skype,IM,Google User Name,Address,Address Line 2,Address Line 3,Post Code,Telephone,Fax,Email

You don't need values for all the headings for each users. For example, the following sample shows the content of a CSV file using Microsoft Excel:

Note: If the value for Password is blank in the CSV file, then the user's Last Name is used as the password.

Save the file as a .csv file, which you can then upload into Alfresco.

Click Admin Tools, and then click Users.
You'll see the User Search page.
Click Upload User CSV File.
Locate and upload the CSV file:
1. Click the Select file(s) to upload icon.
2. Browse for the CSV file containing the users.
  The CSV file has an extension of .csv.
3. Select the file, and then click Open.
4. Click Upload File(s).
The users from the CSV file are uploaded into Alfresco and you see the Upload Results page showing the list of user names and status. An email will be sent to the user informing them of their new Alfresco user account.

Alfresco user licensing

Access to Alfresco One is licensed on a per user basis.

You can register any number of users in Alfresco (see Setting up Alfresco authentication and security [47]) and a license is only consumed when the registered user logs in to Alfresco and is authorized.

You can see a list of users along with their authorization states on the Admin Console > Users and Groups > Users page. A registered user can have any one of the following states:

Never Authorized: Specifies that the user has been registered but never logged in to Alfresco.
Authorized: Specifies that the user has successfully logged in to Alfresco.
Deauthorized: Specifies that the Administrator has removed the user from the authorization list.

If a user attempts to login for the first time and the user license limit has been exceeded, the login attempt will fail.

Authorize users

Registered users are authorized the first time they login to Alfresco unless they are Alfresco administrators, in which case they are pre-authorized.

When the user first logs in to Alfresco using their user name and password, the login mechanism validates the login credentials. If the system is within the license limit, the user can successfully login to Alfresco, otherwise the login attempt fails and the user remains in the Never Authorized state. Periodically, the Authorization Audit Service job runs to check usage conforms to the license limit. The period at which the Authorization Audit Service job runs is set to default values in repository.properties as follows:

# Configuration of the Authorization Audit trigger                                                                                                                   
# By default every second day of the week at 03:00                                                                                                                   
authorization.audit.day=2
authorization.audit.hour=3
authorization.audit.minute=0

These properties can be overridden in alfresco-global.properties.

To authorize an administrative user, follow the steps below:

Click Admin Tools, and then click Groups.
On the Groups page, click Browse.
The leftmost pane shows all the top-level user groups.
From the user groups list, click ALFRESCO_ADMINISTRATORS.
To add a user, click the Add User icon. Using the search feature provided, locate the user you want to add to the selected group. Click Add to the right of the user.
The individual user is added as a child to the ALFRESCO_ADMINISTRATORS group.
On the Admin Tools page, click Users.
The User Search page displays a list of all users along with their authorisation status. The authorization state of the user added to the ALFRESCO_ADMINISTRATORS group has changed from Never Authorized to Authorized.

Note: To enable an Alfresco administrator to perform the administrative tasks, members of the ALFRESCO_ADMINSTRATORS permissions group are automatically authorised, if they are not already authorised.

Deauthorize an authorized user

You can remove authorized users from the authorization list by deauthorizing them.

Users from the ALFRESCO_ADMINSTRATORS permissions group cannot be deauthorized without being first removed from this group.

To deuathorize a user, follow the steps below:

Click Admin Tools, and then click Users.
You see the User Search page.
In the search box, enter the full or partial name of the user.
Click Search.
The result table displays the user name along with its authorization status.
Click the deauthorization icon () next to the user you want to deauthorize.
You will be prompted to confirm your action.
In the prompt window, select the checkbox to confirm your action.
Click Deauthorize.
The relevant user's authorization status changes to Deauthorized.

To reauthorize a previously deauthorized user, contact Alfresco Support [51].

Searching for and viewing a user account

The User Search tool lets you locate any user and view that user's account information.

Click Admin Tools, and then click Users.
You see the User Search page.
In the search box, enter the full or partial name of the user.
The search is not case sensitive.
Click Search.
In the results table, you can click the column headings to sort the results.
In the first column, a green dot indicates the user account is currently enabled; a red dot indicates the account is disabled.
Click the name of a user to show the related user profile and account details.

You see the User Profile page. From here you can edit or delete the user account.

Editing a user account

Edit a user account to change a user's personal information, group affiliation, quota, and password.

Click Admin Tools, and then click Users.
You'll see the User Search page.
Search for a user, and then select the user.
On the User Profile page, click Edit User.
The Edit User page appears.
Edit the user's personal details as necessary: First Name and Email.
Edit the groups to which this user belongs:
1. To add a user to a group, use the search field provided to locate a group. Click Add to the right of each group you want the user to be a part of. The groups the user belongs to display beneath the Groups list.
2. To remove a user from a group, simply click the group you want to remove beneath the Groups list.
Provide or edit the Quota, which indicates the maximum space available for this user. Select the appropriate unit.
Change the password, if necessary.
Click Use Default to reset the user's picture to the default image.
Click Save Changes.

Deleting a user account

Delete a user account to remove the user from the system.

Note: Deleting a user removes their permissions from the repository. If you create a user with the same userid as a previously deleted user, the new user gets access to the original user's files but not their permissions as they are removed upon user deletion.

Click Admin Tools, and then click Users.
You see the User Search page.
Search for a user, and then select the user.
On the User Profile page, click Delete User.
A message prompts you to confirm that you want to delete the user account.
Click Delete.

Disabling a user account

Disable a user account to prevent a user from having any access to the application. You perform this task as part of editing a user account.

Click Admin Tools, and then click Users.
You see the User Search page.
Search for a user, and then select the user.
On the User Profile page, click Edit User.
You see the Edit User page.
Click Disable Account.
A check mark indicates the account for the current user will be disabled.
Click Save Changes.
On the User Profile page, the Account Status shows as Disabled. On the User Search page, the user displays in the search results list with a red dot, indicating the account is disabled.

Changing a user's password

You can change a user's password as part of editing the user account.

Click Admin Tools, and then click Users.
You see the User Search page.
Search for a user, and then select the user.
On the User Profile page, click Edit User.
You see the Edit User page.
Enter and confirm the new password for this user in the New Password and Verify Password boxes.
The password is case sensitive.
Click Save Changes.

Managing the user's group membership

Within a user account, you can manage the user's membership in existing user groups. You can edit a user account at any time to add and remove the user from groups.

Click Admin Tools, and then click Users.
You see the User Search page.
Search for a user, and then select the user.
On the User Profile page, click Edit User.
You see the Edit User page.
Edit the groups to which this user belongs:
1. To add a user to a group, use the search field provided to locate the group. Click Add to the right of each group you want the user to be a part of. The groups the user belongs to show beneath the Groups list.
2. To remove a user from a group, simply click the group you want to remove beneath the Groups list.
Click Save Changes.

Managing groups

The Groups tool lets you create and manage user groups.

Browsing the user groups

The Groups page contains a multi-paned panel that lets you navigate the hierarchy of user groups.

Click Admin Tools, and then click Groups.
On the Groups page, click Browse.
The leftmost pane displays all top-level user groups.
To view all groups, including the system groups, select the Show System Groups check box, and then click Browse.
System groups are created in the background, for example, when you create a site. You can show these groups so that you can edit the Display Name, add users, or delete the group.
Click a group to display its contents in the panel directly to the right.
The content can be subgroups and/or individual users. Text at the bottom of this panel indicates the number of groups and users that belong to the selected group.
As you browse the group structure, a navigation path is displayed at the top of the panel indicating your selections stemming from the initial pane. Click any link in this path to step back to that selection.
To browse a different group, click the first link in the navigation path to return to the top-level groups, then select a new group to browse.

Searching for a group

The Search feature enables you to locate any user group, regardless of where it exists in the group hierarchy. Once located, you can edit or delete the group.

Click Admin Tools, and then click Groups.
In the search box, type the full or partial identifier, not display name.
The search is not case sensitive.
Click Search.
In the results table, click the column headings to sort the results as desired.

Creating a new group

Use the Groups tool to create both top level user groups and subgroups within existing groups.

Click Admin Tools, and then click Groups.
On the Groups page, click Browse.
The leftmost pane displays all top-level user groups.
Navigate to the user group where you want to create the new group.
- To create a top-level group, click the New Group icon at the top of the initial pane.
- To create a subgroup, browse the group structure to locate the desired parent group. Select this group and then click the New Subgroup icon at the top of the pane immediately to the right.
The New Group page appears. Fields marked with an asterisk (*) are required.

Complete the required fields.

Field	What is it?
Identifier	This is a name that the system uses to identify the group. Once you have created the group, you cannot change this identifier.
Display Name	This is the group name that shows in Alfresco where you manage groups and also is the name shown to members of this group.

Click Create Group.
If you intend to immediately create another group at the same level, click Create and Create Another. This creates the group specified and clears the fields without returning you to the Groups page.

Editing an existing group

Edit a user group to change the group's display name. Once created, you cannot edit the group's identifier.

Click Admin Tools, and then click Groups.
On the Groups page, click Browse.
The leftmost pane shows all the top-level user groups.
Navigate the group structure or use the search feature to locate the user group you want to edit.
The search is not case sensitive.
Position the cursor over the desired group to display its available actions, and then click the Edit Group icon.
Edit the group's Display Name.
Click Save Changes.

Deleting an existing group

Delete a user group to remove it from the system.

Click Admin Tools, and then click Groups.
On the Groups page, click Browse.
The leftmost pane shows all the top-level user groups.
Navigate the group structure or use the search feature to locate the user group you want to delete.
You must enter a minimum of one (1) character. The search is not case sensitive.
Position the cursor over the desired group to display its available actions.
Click the Delete Group icon.
A message prompts you to confirm the deletion.
Click Delete.

Managing group membership

To populate a user group, you can add both individual users and existing user groups.

Click Admin Tools, and then click Groups.
On the Groups page, click Browse.
The leftmost pane shows all the top-level user groups.
Navigate the group structure to locate the user group you want to work with. Click a user group to select it.
Using the icons in the pane directly to the right of where you selected the group, perform the desired action:
1. To add a user, click the Add User icon. Using the search feature provided, locate the user you want to add to the selected group. Click Add to the right of the user.
2. To add a group, click the Add Group icon. Using the search feature provided, locate the group you want to add to the selected group. Click Add to the right of the user.
The individual user or group is added as a child to the group selected in the panel.

Using the Alfresco Admin Tools