Table of Contents

Managing Groups

Jennifer Sneider Updated by Jennifer Sneider

All users can access this feature.

Adding Assets to Groups is similar to tagging and provides a useful way to organize Assets that are affiliated with one another. An example could be a category of Assets that belong together, like all the pieces of a superhero costume or all the Assets that make up a specific Set. You can choose a Standard type Group or a Change type Group. You can also create Subgroups/Changes within the Group to further organize your Assets.

Group Index

View the appropriate Group Index to manage all Groups in a Series/Feature/Division/Studio. Click the line of a Group to see all Assets in the Group.

All Assets tagged to the Group and/or a corresponding Subgroup/Change appear in the Group Asset Index. Only Assets tagged to the Subgroup/Change appear in the Subgroup Asset Index.

Creating Groups

  1. While logged in to a Series/Feature/Division, click Groups on the top navigation bar.
  2. Click the orange (+) button.
  3. Select your type from the dropdown.
    1. If selecting Standard, enter the name of the new Group (and the description, if you wish) and click Create.
    2. If selecting Change:
      1. Select the Project from the dropdown.
      2. Enter the Character name (and description, if you wish).
      3. Enter the Change name (and description, if you wish).
        1. To add multiple Changes to the Character, click the orange (+) then add the next Change name.
      4. Click Create.

Creating Subgroups/Changes

  1. While logged in to a Series/Feature/Division/Studio, click Groups on the top navigation bar.
  2. Click the Ellipsis in line with the Group where you want to create a Subgroup.
  3. Click Create Subgroup (for a Standard type) or Create Change (for a Change type).
  4. Enter the name of the new Subgroup/Change (and the description, if you wish) and click Create.
Note: Click the Caret to the left of the Group name to expand the view and see all associated Subgroups/Changes.

Deleting Groups and Subgroups

Note: Studio Managers, Series/Feature Owners, and Division and Department Users with the Edit Groups permission have the ability to delete Groups.

Deleting a Group only removes it from that particular Series, Feature, or Division. Studio Managers can use the Group Index at the Studio level to fully delete the Group.
  1. While logged in to a Series/Feature/Division, click Groups on the top navigation bar.
  2. Click the Ellipsis in line with the Group or Subgroup you would like to delete.
  3. Click Remove Group, Delete Subgroup or Delete Change (depending on the Group or Subgroup type).
  4. In the pop-up window, click Remove or Delete (depending if Group or Subgroup/Change).
Warning: Deleting a Subgroup/Change deletes it from the entire Studio, across all Series, Features, and Divisions.

Editing Groups and Subgroups

Note: Editing a Group/Subgroup affects the Group at the Studio, Series/Feature, and Division level. Only Studio Managers, Series/Feature Owners, and Division and Department Users with the Edit Groups permission have the ability to edit and rename Groups.
  1. While logged in to a Series/Feature/Division/Studio, click Groups on the top navigation bar.
  2. Click the Ellipsis in line with the Group or Subgroup you would like to edit. 
    1. For Groups, click Edit Group.
      1. Click the Type dropdown if you want to change the Group type.
      2. Make your desired edits and click Save.
    2. For Subgroups, click Edit Subgroup or Edit Change depending on your selection. 
      1. Click the Group dropdown if you want to move the Subgroup to a different Group.
      2. Make your desired edits and click Save.
Pro Tip: You can also edit the name from within the Group/Subgroup/Change Asset Index by clicking the Pencil icon on the top right of the header.

Converting Groups and Subgroups

You can convert Groups to Subgroups and Subgroups to Groups.

  1. While logged in to a Series/Feature/Division/Studio, click Groups on the top navigation bar.
  2. Click the Ellipsis in line with the Group or Subgroup you would like to convert. 
    1. For Groups, click Convert to Subgroup.
      1. Select an existing Group from the dropdown.
      2. Make any desired edits and click Save.
    2. For Subgroups, click Convert to Group. 
      1. Make any desired edits and click Save.
Note: Converting a Change to a Group will default to a Standard type Group. You can edit the Group type after the conversion, if needed.

Bulk Adding Assets to an Event from the Group Index

All Assets within a Group/Subgroup can be added to an Event from the Group Index. This feature can only be accessed at the Division level.

  1. While logged in to a Division, click Groups on the top navigation bar.
  2. Click the Ellipsis in line with the Group or Subgroup you would like to add to an Event.
  3. Click Add To Event.
  4. Select the desired Event from the dropdown.
  5. Click Save to confirm.

Group Asset Index

  1. While logged in to a Series/Feature/Division/Studio, click Groups on the top navigation bar.
  2. Click the line of the Group to go to the Group Asset Index.
Pro Tip: You can also navigate to the Group Asset Index from the Subgroup Asset Index by clicking the Group name in the header.
  1. While logged in to a Series/Feature/Division/Studio, click Groups on the top navigation bar.
  2. Click the Caret in line with the parent Group.
  3. Click the line of the Subgroup/Change to go to the Subgroup Asset Index.
Pro Tip: You can also navigate to the Subgroup/Change Asset Index from the Group Asset Index by clicking the Subgroup/Change name in the header.

Bulk Removing Assets from a Group

If your Assets are tagged to the Group and a Subgroup/Change belonging to the Group, this removes them from the Group and they remain in the Subgroup/Change. They will still appear on the Group Asset Index unless you filter the Group column to only show the parent Group.

  1. While logged in to a Series/Feature/Division, click Groups on the top navigation bar.
  2. Click the line of the Group you want to remove from Assets.
  3. Click the checkbox in line with each Asset you want to remove from the Group or Subgroup.
  4. Click Add/Update, then Remove.
  5. Click Confirm in the pop-up.

Bulk Removing Assets from a Subgroup/Change

If your Assets are only tagged to the Subgroup/Change and not the parent Group, they will no longer appear on the Group Asset Index.

  1. While logged in to a Series/Feature/Division, click Groups on the top navigation bar.
  2. Click the line of the Subgroup/Change you want to remove from Assets.
  3. Click the checkbox in line with each Asset you want to remove from the Subgroup/Change.
  4. Click Add/Update, then Remove.
  5. Click Confirm in the pop-up.

Asset Index

Adding Assets to a New Group

  1. While logged in to a Series/Feature/Division, click Assets on the top navigation bar.
  2. Click the checkbox in line with each Asset you want to put in the Group.
  3. Click Add/Update, then Add Groups.
  4. In the pop-up window, enter the name of the new Group and press the Enter/Return key on your keyboard.
  5. After you press Enter/Return, the Group will be created and the Save button will illuminate. Click Save.
  6. A green notification appears at the bottom of your screen confirming your Assets have been added to the Group.
Note: You can also create a new Group on the Group Index by clicking Groups on the top navigation bar, then clicking the orange (+) button.

Adding Assets to Existing Groups, Subgroups, and Changes

  1. Follow Steps 1-3 above.
  2. In the pop-up window, select the Group(s), Subgroup(s) and/or Changes you would like to add to your Assets.
  3. Click Save.
  4. A green notification appears at the bottom of your screen confirming the Assets have been added to the Group(s).

Removing Individual Assets from a Group, Subgroup, or Change

  1. While logged in to a Series/Feature/Division, click Assets on the top navigation bar.
  2. Click anywhere on the line of the Asset you want to remove from a Group, Subgroup, or Change.
  3. Click the Pencil icon in the top right corner.
  4. Under Groups, click the X in line with the Group, Subgroup, and/or Change you want to remove from the Asset.
  5. Click Save.
Pro Tip: With the Groups column visible on your Asset Index, hold Shift and click the Group field on an Asset line to quickly edit Groups. Click the X next to the Group or Subgroup you want to remove.

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