Create Workgroup

Before you begin 

• Create Invoiced Entities and Panel Types before creating workgroups 
• Create the workgroups before creating User profile. 

Overview 

There are 4 steps involved in the creation of a Workgroup: 

• Creation of a Workgroup Name 
• Association of the Workgroup Name with Invoiced Entities 
• Creations of Workgroups by associating the Workgroup Name with roles 
• Association of the Workgroup with a Panel Type 

Once all of these steps have been completed, users can be profiled to become members of the workgroups and work can be created in the context of the workgroup.  The first three steps are covered in the Procedure below. 

Procedure 

Create Workgroup Name 

a) On the LPG menu select Users > Workgroup Names.  

The List Workgroup Names screen appears.  

b) In the Add Workgroup Names section, enter the new Workgroup Name.  

c) Click the Add button. 

The Workgroup Name is added to the list displayed below the Add Workgroup Names section on the List Workgroup Names screen. 

Associate Workgroup Name with Invoiced Entity 

In order to use the Workgroup name, it needs to be linked to an Invoice Entity as follows: 

d) Click the Invoicing link next to the Workgroup Name that was created in the steps above. 

The Workgroup Invoiced Entities screen appears. The red crosses indicate that no Invoiced Entities are linked to the new Workgroup Name. 

e) Click the red cross next to the Invoiced Entity. 

It changes to a green tick, indicating that the Workgroup Name is now linked. The Workgroup Name can be linked to more than one Invoiced Entity. 

f) Click the Back to List button. 

The display returns to the List Workgroup Names screen.  

Create Workgroups 

A Workgroup must be assigned one or more Roles within LPG in order to perform the duties associated with those roles. The act of linking the Workgroup Name to a Role effectively creates the Workgroup. 

1. On the LPG menu select Users > Workgroups. 

The List Workgroups screen appears.  
A - Each blue heading is a Role within LPG. 
B – The list of Workgroups.. 

2. To hide the list of Workgroups, click [Collapse All]. 

The Workgroups are hidden so only the list of Roles is displayed. 

3. To create workgroups, do the following for each required Role: 

a) Click the Role heading (in this example, the role selected is Customer Job Originator). 

The list of Workgroups linked to that Role is displayed. 

b) Click the icon to link a new Workgroup to this Role, click the Add icon.  

The Create New Workgroup screen appears. 

c) Select the Workgroup Name that needs to be linked to this Role from the drop down list. 

d) Click the Create button. 

The display returns to the List Workgroups screen. In this example, the Workgroup named NEW Workgroup has been given the Role Customer Job Originator. Move your mouse over the Workgroup that was just linked to this Role and it is highlighted in yellow on the list. 

4. Repeat step 3 for each Role that this Workgroup needs to be linked to. 

Remove Workgroups 

1. Click the Role heading (in this example, the role selected is Customer Job Originator). 

The list of Workgroups linked to that Role is displayed. 

a) To remove a workgroup from the list, click on the Remove   icon. 

b) You will not be able to remove the workgroup If it has links associated to it.  You must unlink all users and workgroups and cancel any associated orders first. 

Link Workgroups  

1. To enable work to transition from one workgroup to another, the workgroups need to be linked. 

a) To link a workgroup to other workgroups, click on the Link   icon. 

b) Clicking on the Link   icon will highlight the selected workgroup in green and open up lists of linked workgroups on the right side of the screen.  The lists are grouped by role.  Each role on the left side will link to different roles on the right side.  In the example above, the Job Originator role links to the Contract Administrator role to identify the workgroup(s) that will be managing the order created by the Job Originator.  It also links to the Approval Manager role to determine the workgroup(s) that will be responsible for handling escalated orders.  For the selected Job Originator workgroup on the left side, tick the check boxes next to the Contract Administrator and Approval Manager workgroups that it links to. 

Edit Workgroup details  

1. Once the workgroup has been created, user will need to be assigned to the workgroup. 

a) Clicking on the Details icon  will open the workgroup Update screen.  This screen displays all users who are members of the selected workgroup.  Users profiles, in relation to this workgroup, can be edited from this screen allowing changes to be made to user membership and delegation levels, where applicable.