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New Feature: Department setup and private groups

by Becky

What happens when you have a department within the organisation that only wants to reuse their assets within that department?

Then you set up a private network within your Warp It portal.

This could be due to the nature of the asset e.g. speciality assets (such as lab equipment) or high value assets that a department would like to keep in-house.


Or it might be that space managers only want to redistribute specific items?


The ability to have a private network within the system would be highly beneficial for these purposes.


Read on for a guide on how this can be done.....

First step - Enabling Private Groups

You will need to set up departments for your private networks.  You can have as many as you like.  I am going to use the laboratory as an example as this department uses highly specialised items that only another laboratory would find use for.

You first need to enable private groups. Log into the admin portal and go to the blue box headed 'Settings' - 'Control Assets' and scroll down to the section headed 'Private Groups'.


Now this is where you decide if you would like this function to be admin controlled (the admin selects users to be added to a particular private group) or if the standard user can choose a group to be part of.  You need to set this to enabled for it to be admin led and then disabled for user led. 


Next - Setting up Departments 

Go to the blue box headed 'Settings' - 'Edit profile' and scroll down to the section headed 'Department Set Up'


Here you can add as many departments as you require.  I have set up a lab department and a main portal department. 


You have now set up your departments which will enable a department to act as a private group when adding assets. 

How it works?

If admin led the admin will go to the blue section headed 'Members' > 'View members. Go into the members profile and you will see a section and dropdown for department selection.


The user will get a message to let them know they have been added to a private network(department) In the member view list you will be able to see which members have been linked to a private group.  

If user led the user will simple need to go into their profile and they will see a similar drop down to choose the private group they wish to sign up to.  


Adding assets to the private network(department)


The member/s will now add their asset in the usual manner with one difference, there will be a section to choose your department and a tick box to mark this item solely for that department's use.

If the tick box is selected the item will appear in that department's items section of the home page of the user, along with any other items from that users department.

This section will show the first 5 items, if more than 5 items the more department items button will take the user to the department page showing all department items.

The admin will also be able to identify which assets are linked to a private group within active items by this symbol (see image below)



These items will not appear as latest items, search items, star items and will not be included in round ups. To return the items from department items the user or admin has to uncheck the tick box and they will appear as a normal item again and will now be latest item, search items, star items and will be included in round ups.

Please book a call with me to go over the settings and to ask any questions. 


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