HIPAA Office Group allows you to create groups where you can add your team members and share files and messages with them. In order to create a group, you will need to select the Group app from the home screen. If groups have already been created or if the user is already a member of any group, those groups will be shown in the new window that opens when the Group app is selected from the dashboard.
For a new user, the Group window will be empty.
For a user who is a member of many groups, the window will be as shown in Image 1.
Create A New Group
Create a new group by selecting the 
icon on the top left corner (see Image 1). Give a group name, set an image for the group and add a description for it. All contacts that have been added to the network via HIPAA Office People app will be listed here. It is not mandatory to add members to create a group. It is possible to create a group without any members as well. Members can be added to the group later.
Select people who are to be added to the group. Also, search for people within your network by typing their name or number. By default, all members will have Viewer privileges. This can be changed by selecting a person and then clicking on the 
option. A group member can be Administrator/ Viewer/ Editor (see Image 3).
Click on Create Group button at the bottom right corner (see Image 2) when done. After a group has been created, it will be shown in the Group window.
When a new group is created, a folder for the group having the group name will be created in the All My Groups location in the HIPAA Office Files app (see Image 4). Here the group members can share files and documents with other group members.
The newly added group will also be added to the HIPAA Office Chat list. The status of the group will always be Online.
By default, the person who creates the group becomes the Owner of that group. The owner of the group has complete control over it. The owner can add new members, remove/ block/ delete them and even change the privileges of members. The owner has permission to edit group details or delete the group.
Adding New Members To A Group
Add members to a group while creating it or add them later after creating the group. Also, create a group without adding any members while at the time of creation.
While creating a group, contacts in the network will be listed from which the user can select people who are to be added to the group.
If the user wishes to add members after creating the group, follow the steps below:
1. Select Preference option (highlighted in Image 5) below the group name in the Group window.
2. Select Invite Friends option (highlighted in Image 6).
3. Select the people you wish to add from the list displayed as shown in Image 7.
4. Click on Update Group option on the bottom right corner.
On adding members to a group they will receive a notification inviting them to the group. The person will only be added to the group when he/ she accepts the invitation. If the invitation is declined, then they will not be added to the group and will have to be added again.
User Privileges
A member of a group can be the Owner/ Viewer/ Administrator/ Editor within that group. The user can only perform functions that are allowed according to the privileges set for him/ her.
The Owner of a group can perform the following actions within a group:
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- Set group image
- Edit group description
- View added members
- Search for new members to be added and added members
- Change owner
- Delete group
- Leave group.
- Add new members
- Change privileges of added members
- Block members
- Remove members
- Perform all file operations (Open/ Rename/ Cut/ Copy/ Paste/ Delete/ Download/ Upload/ Create new Folder/ Create New Document)
The Administrator of a group can perform the following actions within a group:
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- Set group image
- Edit group description
- View added members
- Search for new members to be added and added members
- Add new members
- Change privileges of added members
- Block members
- Remove members
- Perform all file operations (Open/ Rename/ Cut/ Copy/ Paste/ Delete/ Download/ Upload/ Create new Folder/ Create New Document)
The Editor of a group can perform the following actions within a group:
-
- View added members
- Search added members
- Perform file operations (Open/ Rename/ Copy/ Paste/ Download/ Upload/ Create new Folder/ Create New Document)
- Leave group
A Viewer of a group can perform the following actions within a group:
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- View added members
- Search added members
- Open and read files
- Leave group
Changing Ownership Of A Group
The ownership of a group can be changed to another person by the current owner. In order to do this, the group should have at least one member other than the owner. Follow the steps given below to change the ownership for the group to another member.
1. Select Preference option shown below the group name (highlighted in Image 8) in the Group window.
2. Select More Settings shown below the group image (see Image 9).
3. Select Change Owner option from the drop-down list.
Click on Yes for the confirmation message shown and select the member who is to be the next owner.
4. Select the user and choose Set as Owner option (highlighted in Image 10).
Note: After changing the ownership to another member the previous owner gains Administrator privileges.
Deleting a Group
Click on Preferences under the Group name and select More Settings option under the Group image
Select Delete Group option
Click Yes on the confirmation pop up.
Leaving A Group
Owner: An owner can only leave a group after changing the ownership to another member within that group. Therefore if you are the owner of a group and you decide to leave it, then you will first have to change the ownership to another member within the group.
Follow the below steps to leave a group.
a. Click on Preferences under the Group name
b. Select More Settings under the Group image
c. Select Leave Group option
d. Click Yes on the confirmation pop up and select another member in your group as the owner.
Viewer/ Editor: Click on the delete option shown on the top right corner of the group to leave it. The group you left will no longer be present in the Group window.