Group Features

Get the most out of your group by customizing the group features. Learn more about privacy settings available for your Workplace group or set up a custom feed.

There are 3 privacy options for groups: Open, Closed and Secret. The table below shows who can join these groups and what people can see about them.
OpenClosedSecret
Who can join?Anyone from your company can join or be added or invited by a memberAnyone from your company can ask to join or be added or invited by a memberAnyone, but they have to be added or invited by a member
Who can see the group's name?Anyone from your companyAnyone from your companyCurrent and former members
Who can see who's in the group?Anyone from your companyAnyone from your companyOnly current members
Who can see the group description?Anyone from your companyAnyone from your companyCurrent and former members
Who can see the group tags?Anyone from your companyAnyone from your companyCurrent and former members
Who can see what members post in the group?Anyone from your companyOnly current membersOnly current members
Who can find the group in search?Anyone from your companyAnyone from your companyCurrent and former members
Who can see group events?Anyone from your companyOnly current membersOnly current members
Who can see stories about the group on Workplace (like in News Feed and search)?Anyone from your companyOnly current membersOnly current members
Note: If you're using Workplace Advanced, community admins have access to all content on Workplace, including secret groups.
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You can only pin a group when you're logged into Workplace from your computer.
Pinned groups are the linked groups that you want to prioritize. They will show up first in your list of linked groups. You can have up to three pinned groups.
To pin a linked group:
  1. Click About from the group you'd like to pin the group to.
  2. To the right of Recommended by the Admins, click Manage.
  3. Click Manage Recommended Groups.
  4. Click next to the group you'd like to pin.
  5. Click Pin recommended group.
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When you first create a group, you'll have the option to automatically created a synced chat.
As members join or are added to your group, they will also join the chat. If a member leaves the group, they'll simultaneously leave the chat. If a group member leaves the chat, however, they won't leave the group. Group admins can disable this feature at any time from the group's settings.
Keep in mind that for synced chat to work, your group will need to have less than 250 members.
Creating a synced chat for a group that has already been created
If you didn't create a synced chat when you first created your group, you can create one within the group's settings.
To create a synced chat for your group:
  1. Click below the group's cover photo.
  2. Click Admin options.
  3. Click Group settings.
  4. Next to the Chat heading, click Add.
To link an existing chat with your group:
  1. Click below the group's cover photo.
  2. Click Admin options.
  3. Click Group settings.
  4. Next to the Chat heading, click Link an existing one.
  5. Select the chat you would like to link and press Continue.
  6. When you are sure that you would like to proceed, tick the box and click Continue.
When you link an existing chat with your group you will automatically combine the members. All members of your group will be added to the chat and all members of the chat will be added to your group.
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Learning is a feature in Workplace that lets you collect related educational posts inside of a group and put them into a unit. These units are different topics you create in Learning that can be made for gathering posts like training material, educational information, and development resources.
The Learning tab will appear in a group as soon as there is a Learning unit in it. Learning can be used once a Group Admin enables the feature. Only the Group Admin can create and edit learning units.

Enabling Learning and Creating Units
To enable Learning in your group:
  1. From the top of the desired group, click the Learning tab at the top of the page.
  2. Click Enable Learning.
Admins can also see Learning in Group settings to turn it off.
To create a Learning Unit:
  1. Go to the group you want to enable Learning for > Find the post you want to add and click .
  2. Click Add to Learning Unit > Enter the name of the unit > Click Create.

Managing Learning Units
To add an existing post to a Learning unit:
  1. From the desired page, find the post you want to add and click .
  2. Click Add to Learning Unit > Click on the module you want under Add to Existing Unit.
To delete a post from a Learning module:
  1. Go to the group you want to delete a Learning module from > At the top of the group, click More > Click Learning.
  2. Click the post you want to delete > Click > Click Remove from unit > Click Confirm.
To disable Learning units in your group:
  1. From the group, click > Click Admin Options > Click Group Settings.
  2. Scroll to the bottom of the page > Click to uncheck the box next to Enable Learning Units in your group > Click Save.
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Admins can use Learning units to create quizzes for members of their group to self-test.
To create a Quiz:
  1. Go into a specific unit and click on the composer.
  2. Click Create Quiz on the top of the composer.
  3. You can create questions with multiple choice answers.
  4. For each question, you will mark the right answer, with the option to add a brief explanation.
Admins can rearrange the order of the questions and once the quiz has been created, it will appear at the top of the units page. When group members complete the quiz, they can choose to reveal the answers, or retake the quiz.

Admins can also check their group's unit completion, as well as checking individual performances of unit completion.
To check unit progress:
  1. Select the Group Insights tab at the top of your Workplace.
  2. You can view your insights by Units and Learning Posts Completed.
  3. Search for members in the search box to see individual progress with units.
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Topic tagging will allow you to add up to 5 topics per post.
To create a topic tag:
When writing a post, you'll have the option to select up to 5 topics to describe or categorize that post. You can create new topic tags or select topic tags from pre-existing topics in the group.
To find content pertaining to a topic you'd like to explore:
To the right of the group, you'll find a list of the group's topics. Click on the topic whose content you'd like to explore.
Keep in mind that group admins can:
  • Turn topics on or off within the group and select whether new topics can be created (from the Group Settings page).
  • Pin topics to be shown at the top of the Topics section (to the right of the group).
  • Edit or delete topics added to posts in the group.
Note: Topics do not exist in multi-company groups. For open and closed groups which have topics enabled and where new topics can be created, people will see suggestions for topics to tag based on top topics in their group and the contents of their post. Topic suggestions will appear in the language of the person posting the content.
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Feeds
As a Workplace group admin, you can subscribe to updates from a range of media publishers. You can also set up custom feeds from any service that supports RSS or Atom.
When the media publisher publishes new content, or a new entry appears in the RSS/Atom feed, that content will be posted to your Workplace group.
This feature allows you to use Workplace groups to keep up to date with what's happening in your industry or the wider economy. By setting up custom feeds, you can get updates from other services — for example, feeds of industry events, updates from your company blog or even notifications from your engineering team's build tool.
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As well as subscribing to feeds of content from one of the media publishers listed in our directory, you can set up a custom feed from any tool or service that supports RSS or Atom.
To set up a custom feed:
  1. From your computer, click More > Integrations in the group you're the admin of.
  2. Click Add Feed.
  3. Paste the URL of the feed into the Feed URL box.
  4. Workplace will validate and show a preview of recent entries in the feed.
  5. Click Create.
  6. Your group is now subscribed to the RSS or Atom feed. When new entries appear in that feed, Workplace will create new posts in your group within around 5 minutes.
Note: Only admins of a group can set up custom feeds for their group.
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Workplace can only subscribe to RSS or Atom feeds that are available to our servers on the public internet. If the feed you're trying to subscribe to is behind a firewall, for example, Workplace may not be able to access and subscribe to the feed.
In this case, we suggest contacting your service provider or IT administrator who may be able to advise how they can make their RSS or Atom feeds accessible to Workplace's servers. For example, they may be able to make their feeds accessible by giving you a URL to a feed that includes an access token as a parameter.
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Workplace checks custom feeds for updates roughly every 5 minutes.
When Workplace finds a new post in an RSS or Atom feed, it will post it to your group. The published time of the post will be the time stated in the RSS/Atom feed (if present), rather than the time Workplace found the new post.
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Workplace allows you to setup subscriptions to feeds from a range of media publishers. When these publishers publish new content, it will be posted into the group in which the feed has been set up.
To subscribe to content from a media publisher:
  1. From your computer, click More > Integrations in the group you're the admin of.
  2. Click on the logo of the media publisher whose feed you'd like to subscribe to.
  3. Most media publishers have a range of different feeds. Select the feeds you'd like to subscribe to. You can select multiple feeds.
  4. Click Add.
  5. Your group is now the media publisher's feed. When new content is published, Workplace posts that content to your group within around 5 minutes.
Note: Only the admins of a group can set up feeds for their group.
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To unsubscribe to content from a publisher or custom RSS feed:
  1. From your computer, go to the Integrations tab of the group you're an admin of. You'll see a section for Enabled Integrations which will include the feeds the group is subscribed to.
  2. Click the feed you want to unsubscribe from. A dialog will appear.
  3. From the dialog, click remove. The feed will be removed.
Note:
  • Unsubscribing from a feed only prevents new posts from being shared into the group. Posts which were shared before you unsubscribed from the feed will remain in the group.
  • Only admins of a Workplace group can subscribe or unsubscribe to content from media publishers or custom RSS feeds.
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There may be several reasons why Workplace isn't able to validate the feed:
  1. The feed may not be properly formatted. You can check if an RSS feed is properly formatted using the W3C's Feed Validation Service: https://validator.w3.org/feed/
  2. The feed may not be accessible to Workplace's servers. For example, the URL you entered may be behind a firewall. Workplace can only subscribe to RSS feeds that are accessible to our servers.
Keep in mind that Workplace can only subscribe to an RSS feed once it has been validated.
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Yes. Workplace lets you subscribe to feeds in both the RSS and Atom formats.
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Files and photos
You need to be the admin of a Workplace group and logged into Workplace from your computer to link a folder from a cloud storage service with a group.
  1. Click More > Integrations from within your group.
  2. Select the cloud storage service that contains the folder you want to link with your Workplace group.
  3. Note: If your organization uses Workplace Advanced, you'll only see the cloud storage services that your Workplace Admin has enabled.
  4. If you've not previously connected your account to the cloud storage service, you'll be asked to do so. You'll then see a dialog which lets you navigate through your folders in the cloud storage service.
  5. Navigate to the folder you'd like to link with your Workplace group. When you're done, click Select.
  6. In the Link Folder dialog, click Link Folder.
  7. You'll be redirected to the Files tab within your group, where you'll see the linked folder and all the files contained within it.
Keep in mind that linking to a folder will pin the link to the top of the group, and the discussion to the right of the group. It will not give current and future group members access to the folder. You will need to manually add new members directly to the folder in the cloud storage service to grant access to it.
Uploading files from Microsoft Sharepoint and OneDrive on Internet Explorer and Microsoft Edge
To upload files from Microsoft Sharepoint and OneDrive on Internet Explorer and Microsoft Edge, you'll need to add the Sharepoint domain as a Trusted Site due to security and privacy settings that configure restricted sites on the browser, blocking the ability to upload files.
Your can roll this change out across your community as part of a Group Policy Management Editor as recommended by Microsoft.
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To create a group doc:
  1. From the group, click Create Doc.
  2. Give your Doc a title. As you write your Doc, you can format it by clicking.
  3. Click Save.
  4. To close the doc, click x in the top right.
Keep in mind all members of a group can view a group doc. You can prevent other members of the group from editing the doc by scrolling to the bottom and de-selecting Allow group members to edit this document.
Note: You can access saved group docs that you haven't yet published by clicking Files at the top of your group.
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Linked groups
This article is only applicable to users of Workplace Essential and Workplace Advanced.
Linked groups are a recommended list of groups selected by a group admin that appear in the About section of a group.
To link groups from the group menu:
  1. Click About in the group.
  2. Click Recommend an Existing Group.
  3. Choose a group to link. If you're linking to an open or closed group, you'll be given the option to create a post.
  4. Click Link Group.
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This article is only applicable to users of Workplace Essential and Workplace Advanced.
No. Members can request to join any linked group they're not already a member of, just like they would any unlinked group.
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This article is only applicable to users of Workplace Essential and Workplace Advanced.
No. A post will only exist in the group you post the content to.
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