Content behavior when moving a collaboration group
Updated
by
Victor Jespersen
- Tasks, i.e., any active task at the time the collaboration group is moved
- Stories, i.e., any active story at the time the collaboration group is moved
- Files/folders, i.e., any active file/folder at the time the collaboration group is moved
- Forms, i.e., any active form at the time the collaboration group is moved
- Events, i.e., any active event at the time the collaboration group is moved
- Links, i.e., any active link at the time the collaboration group is moved
When a collaboration group is moved to a new parent group in the hierarchy, it impacts how content behaves across the Employee Hub. This includes tasks, stories, files, forms, events, and links that were already active when the group was moved.
Below, you’ll find a breakdown of what changes - and what stays the same - for recipients, superiors, approvers, and in tools like the audience picker and chat.
Tasks, i.e., any active task at the time the collaboration group is moved
Task breakdown:
- Updated to reflect the group’s new location in the hierarchy.
Recipients:
- Can still start, complete, or forward the task.
Superiors:
- Superiors from the old group location can no longer access the task.
- Superiors from the new group location can access the task.
Audience picker:
- The group can’t be added to the audience again. It appears greyed out.
- The group appears in its updated location.
Approvers:
- Approvers from the old group location can no longer approve the task.
- The task no longer requires approval for the moved group.
Progress bar:
- Automatically updates to reflect the new group location.
Chat:
- Historic community chat messages sent by users belonging to the moved group remain visible.
- Recipients in the moved group:
- Can no longer tag superiors belonging to the old group location.
- Can tag superiors belonging to the new group location.
Stories, i.e., any active story at the time the collaboration group is moved
Non-dynamic stories
Story breakdown:
- Updated to reflect the moved group’s new location.
Recipients:
- Can still view the story.
Superiors:
- Superiors belonging to the old group location can still access the moved group’s story.
- Superiors belonging to the new group location cannot see the story.
Audience picker:
- Group cannot be added to the audience again, i.e., shows as greyed out in the audience picker.
- The moved group will appear in its updated location.
Chat:
- Historic community chat messages sent by users belonging to the moved group remain visible.
- Users belonging to the moved group can still be tagged and chat.
Dynamic stories
Story breakdown:
- Updated to reflect the moved group’s new location.
Recipients:
- Can no longer see the story.
Superiors:
- Superiors belonging to the old group location can still access the story for any other non-moved groups, i.e., groups they still have oversight of. If the superior no longer has oversight over any group that the story has been shared with, they can no longer access the story.
- Superiors belonging to the new group location cannot see the story.
Audience picker:
- The moved group will appear in its updated location.
Chat:
- Historic community chat messages sent by users belonging to the moved group remain visible.
- Users belonging to the moved group can no longer be tagged or chat.
Files/folders, i.e., any active file/folder at the time the collaboration group is moved
Non-dynamic files/folders
Recipients:
- Can still see the file/folder.
Superiors:
- Superiors belonging to the old group location can still access the moved group’s file/folder.
- Superiors belonging to the new group location cannot see the file/folder.
Audience picker:
- Group cannot be added to the audience again, i.e., shows as greyed out in the audience picker.
- The moved group will appear in its updated location.
Dynamic files/folders
Recipients:
- Can no longer see the file/folder.
Superiors:
- Superiors belonging to the old group location can still access the file/folder for any other non-moved groups, i.e., groups they still have oversight of. If the superior no longer has oversight over any group that the file/folder has been shared with, they can no longer access the file/folder.
- Superiors belonging to the new group location cannot see the file/folder
Audience picker:
- Group cannot be added to the audience again, i.e., shows as greyed out in the audience picker.
- The moved group will appear in its updated location.
Forms, i.e., any active form at the time the collaboration group is moved
Non-dynamic forms
Form breakdown:
- Updated to reflect the moved group’s new location.
Recipients:
- Can still see the form.
Superiors:
- Superiors belonging to the old group location can still access the moved group’s form and still receive notification of submissions.
- Superiors belonging to the new group location cannot see the form and do not get notified of submissions.
Audience picker:
- Group cannot be added to the audience again i.e. shows as greyed out in the audience picker
- The moved group will appear in its updated location
Chat:
- Historic community chat messages sent by users belonging to the moved group remain visible.
- Users belonging to the moved group can still be tagged and chat.
Dynamic forms
Form breakdown:
- Updated to reflect the moved group’s new location.
Recipients:
- Can no longer see the form.
Superiors:
- Superiors belonging to the old group location can still access the form for any other non-moved groups i.e. groups they still have oversight of. If the superior no longer has oversight over any group that the form has been shared with, they can no longer access the form.
- Superiors belonging to the new group location cannot see the form
Audience picker:
- The moved group will appear in its updated location.
Chat:
- Historic community chat messages sent by users belonging to the moved group remain visible.
- Users belonging to the moved group can no longer be tagged or chat.
Events, i.e., any active event at the time the collaboration group is moved
Non-dynamic event
Recipients:
- Can still see the event.
Superiors:
- Superiors belonging to the old group location can still access the moved group’s event.
- Superiors belonging to the new group location cannot see the event.
Audience picker:
- Group cannot be added to the audience again, i.e., shows as greyed out in the audience picker.
- The moved group will appear in its updated location.
Dynamic event
Recipients:
- Can no longer see the event
Superiors:
- Superiors belonging to the old group location can still access the event for any other non-moved groups, i.e., groups they still have oversight of. If the superior no longer has oversight over any group that the event has been shared with, they can no longer access the event.
- Superiors belonging to the new group location cannot see the file/folder.
Audience picker:
- Group cannot be added to the audience again, i.e., shows as greyed out in the audience picker.
- The moved group will appear in its updated location.
Links, i.e., any active link at the time the collaboration group is moved
Non-dynamic link
Recipients:
- Can still see the link.
Superiors:
- Superiors belonging to the old group location can still access the moved group’s link.
- Superiors belonging to the new group location cannot see the link.
Audience picker:
- Group cannot be added to the audience again, i.e., shows as greyed out in the audience picker.
- The moved group will appear in its updated location.
Dynamic links
Recipients:
- Can no longer see the link.
Superiors:
- Superiors belonging to the old group location can still access the link for any other non-moved groups, i.e., groups they still have oversight of. If the superior no longer has oversight over any group that the link has been shared with, they can no longer access the link.
- Superiors belonging to the new group location cannot see the link.
Audience picker:
- Group cannot be added to the audience again, i.e., shows as greyed out in the audience picker.
- The moved group will appear in its updated location.
Read more about archiving and unarchiving Collaboration groups here.
