A group is a named collection of people (and sometimes organisations). Groups are used when casework involves multiple people together, such as a family or household. Workflow steps, case notes, and documents can all be linked to a group.
⚠️Important: To create a group, you need the **Create Group** system function permission.
What a group contains
Each group has:
A name and optional description.
A group type that controls which features are available.
Members - the people and optionally organisations that belong to the group.
Subgroups - snapshots of group members for specific workflow steps.
Key contacts - professional and personal relationships linked to group members.
Group types
The group type determines available features:
Group case notes.
Restriction controls.
Genogram view (a visual diagram of relationships).
Common types include Family and Generic. The generic type is used internally when a workflow step is created for a single person outside a formal group.
Create a group
Navigate to the group creation screen.
Enter a Group name and optionally a Description.
Select the Group type.
Add Members by searching for and selecting people.
Click Save.
View a group summary
The group summary shows:
Group name, type, and description.
Current members and their details.
Whether you can start a workflow step, view or add case notes.
Whether the genogram is available.
Key contacts.
📌Note: If a group member's record is restricted, their details may be limited but their name is still shown.
Search for a group
You can search by group name or by member (finds groups containing specific people).
Change a group's name or type
Open the group.
Click Edit on the name or type.
Make your changes.
Click Save.
⚠️Important: Changing the group type may affect which features are available.
Subgroups
When a workflow step is created for a group, a subgroup is created as a snapshot of the involved members. Subgroups are also used when sending documents to selected members.
View related work across groups
From a group, you can see workflow steps, forms, and documents belonging to related people even in different groups.
📌Note: Related work is only shown for people you have permission to view.