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 three 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.
Learn more on how to manage your group on Workplace.
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Pinned groups are the groups that you want to prioritize. They'll appear below Shortcuts in the left-hand panel.
To pin a group:
  1. Go to the group, then click to the top-right.
  2. Click Pin Group.
  3. Select On to pin the group to Shortcuts. You'll also have the option to pin the group chat at the top of your chat inbox.
Learn more on how to manage groups on Workplace.
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When you first create a group, you'll have the option to automatically create a group chat.
As members join or are added to your group, they'll 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.
Keep in mind that for the chat to work, your group will need to have fewer than 250 members. As a group admin you can disable the chat at any time.
If you didn't create a chat when you first created your group, you can add one from admin options.
To add a chat for your group:
  1. Click below the group's cover photo.
  2. Click Admin options.
  3. Next to Chat, click .
  4. Click Add chat, then click Turn on.
To link an existing chat with your group:
  1. Click below the group's cover photo.
  2. Click Admin options.
  3. Next to Chat, click .
  4. Click Link existing chat.
  5. Select the chat you would like to link and press Continue.
When you link an existing chat with your group you'll 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.
To unlink a chat from your group
  1. From your Workplace homepage, go to the group you would like to remove the linked chat from. You can find it by searching for the group's name in the left panel.
  2. Click at the top of your group, and then click Admin options.
  3. Click the next to Chat.
  4. Click Remove Chat and confirm by clicking Unlink.
The chat will no longer be associated with your group. Members will still be able to find the chat and send new messages.
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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.
To find Learning go to your group and click More. Only the Group Admin can create and edit learning units.
Creating Units
  1. Go to the group for which you want to create a unit.
  2. Click More, then click Learning.
  3. Click Create Unit and add a title and an optional description.
  4. Click Save.
Managing Learning Units
To add an existing post to a Learning unit:
  1. Find the post you want to add and click .
  2. Click Add post to unit and select to which unit you want to add the post.
  3. Add a title to the post, and click Save.
To delete a post from a Learning unit:
  1. Go to the unit from which you want to delete a post.
  2. Click to the top-right of the post, then click Remove post.
  3. Select Remove From Unit or Remove From Group.
To delete a Learning unit:
  1. Go to the group from which you want to delete a unit and click More, then click Learning.
  2. Click next to the unit's name, then click Remove unit.
  3. Click Remove unit to confirm.
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Admins can use Learning units to create quizzes for members of their group to self-test. Learn more on Learning on Workplace and how to create a Learning unit.
To create a quiz:
  1. From Learning, click to open the unit.
  2. Click Create Quiz.
  3. You can create questions with multiple choice answers.
  4. For each question, mark the right answer, with the option to add a brief explanation. You can also rearrange the order of the questions.
  5. Click Done.
Once the quiz has been created, it'll 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. Click in the top-right of the group, and select Admin Options.
  2. Below Insights to the bottom-left, click Learning.
  3. You can view your insights by Units and Posts Completed.
  4. Find a member in the search box to see individual progress with units.
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After creating a post, you'll have the option to select up to five 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 create a topic tag:
  1. Go to your group and click More, then click Topics.
  2. Click Create Topic Tag.
  3. Enter a topic in the composer, then click Save.
To add topic tags to a post:
  1. Go to your post and click in the top-right corner.
  2. Click Add Post Topics, then click Choose Topics.
  3. Scroll down and click to add your topics, then click Save.
To view your group's topics or to find content pertaining to a topic:
  1. Go to your group and click More, then click Topics.
  2. You'll find the group's topics listed below Popular Topic Tags and More Topics.
  3. Click the topic tag to see all posts that relate to that topic.
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.
  • Edit or delete topics added to posts in the group.
Note: Topics do not exist in multi-company groups; this feature is enabled for open and closed groups only. 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, then click Integrations in the group you're the admin of.
  2. Below Add Custom RSS Feed, click Add Feed.
  3. Paste the URL of the feed into the Feed URL composer.
  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 five minutes.
Note: Only admins of a group can set up custom feeds for their group.
Learn how to unsubscribe to content from a custom RSS feed on Workplace.
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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.
Learn how to set up a custom feed on Workplace.
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Workplace checks custom feeds for updates roughly every five 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.
Learn how to set up a custom feed on Workplace.
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Workplace allows you to set up 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, then click 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 five minutes.
Note: Only the admins of a group can set up feeds for their group.
Learn how to unsubscribe to content from media publishers on Workplace.
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To unsubscribe to content from a publisher or custom RSS feed:
  1. From your computer, click More, then click Integrations in the group you're the 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. Click Remove again to confirm.
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.
Find out more about Feeds.
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There may be several reasons why Workplace isn't able to validate the feed:
  • 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/
  • 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.
Learn more about subscribing to a feed behind a firewall.
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Yes. Workplace lets you subscribe to feeds in both the RSS and Atom formats.
Learn how to set up a custom feed on Workplace.
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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. To see the list of recommended groups, go to your group and click More, then click About.
To recommend a group:
  1. From your group, click Three dots to the top-right.
  2. Click Admin Options.
  3. Scroll down and click next to Recommended Groups.
  4. Choose a group to recommend and click Recommend.
  5. Learn more on how to manage groups on Workplace.
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This article is only applicable to users of Workplace Essential and Workplace Advanced.
No. Members can request to join any recommended group they're not already a member of, just like they would any group.
Linked groups are a recommended list of groups selected by a group admin. To see the list of recommended groups, go to your group and click More, then click About.
Learn more on how to manage groups on Workplace.
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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.
Linked groups are a recommended list of groups selected by a group admin. To see the list of recommended groups, go to your group and click More, then click About.
Learn more on how to manage groups on Workplace.
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