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User Space Assignment Rules | Communifire Documentation

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User Space Assignment Rules

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You can create rules to assign people to specific spaces based on their email domain and/or their role. This function allows you to streamline space administration, reducing the amount of space applications and invitations. You can create as many assignment rules as you like.

Email domain-based rules are applied when a user first registers and when the rule is created. Role-based rules are applied when the rule is created and each time a person's roles change. Users are removed from spaces if they no longer meet the role qualifications for the space.

Add User/Space Assignment Rules

  1. Click the gear icon > Manage People > User / Space Assignment Rules.
  2. Select the space to assign the users to.
  3. Select the role the users will have in that space.
  4. Enter the email domain this rule should be applied for.
    • Do not include the at-symbol (@).
    • To apply the rule for all email domains, enter * .
  5. Select a role to limit the rule to a group of users. To apply the rule for all roles, select All.
  6. Click Save.

Users are added to the space immediately.

Delete User/Space Assignment Rules

Delete a user/space assignment rule to stop automatically adding users to a space. When you delete a rule, users are not removed from the space.

  1. Click the gear icon > Manage People > User / Space Assignment Rules.
  2. For the rule, click the delete icon.
  3. Click OK.

Related

How to Hide the Leave Space Button

Hide the Leave Space button in the space menu to prevent people from leaving key spaces.

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Comments (6)

   
crobbins
Catherine Robbins

Is there a way to invite your whole team automatically to a new space?

2/15/2016 10:56 PM
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BryceDJ
Bryce Johannes

Invite? You could enter a bunch of email addresses or choose a bunch of people from the invite more page. 

Would it be better just to add them? You can do that from Admin dashboard > content > spaces > Add People.

2/15/2016 10:59 PM
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Comment
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crobbins
Catherine Robbins

Yes,  assign would be better.....  can that be set as a default when a new space is created?

 

2/15/2016 11:01 PM
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Comment
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BryceDJ
Bryce Johannes

When you create a new space you'll have to go to the Add People page.

New people can be auto-assigned to a space from Admin dashboard > system > auto user/space assignment rules. 

In our next release you can indicate a role to auto-assign spaces to.

2/15/2016 11:04 PM
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nikitalctest
nikita leung

how new joiners can discover spaces without invitations?

9/1/2016 09:24 AM
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Comment
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BryceDJ
Bryce Johannes

You have several options, including:

  1. If you make the space public it can be discovered at Browse > Spaces
  2. You can add a list of spaces to your homepage using Page Builder. This can include all spaces, all public spaces or just spaces you choose to feature (or the latest X in any of these categories).
  3. When you create a new space (or any time really) you can make a wall post about it
  4. And of course as indicated above you could also just set it up so when they come in they are automatically added to the space
9/1/2016 10:12 AM
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nikitalctest
nikita leung

Further to #1, is it only Spaces can be discovered, but not sub-spaces? thanks

9/2/2016 02:51 AM
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Comment
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BryceDJ
Bryce Johannes

Public sub-spaces can be discovered on their parent space page. You'll find they appear on the activity stream page in the upper right corner.

9/2/2016 12:38 PM
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mahboch
Christine Mahboob

I just did some testing and it seems like the user is only added after I change their role. I left email domain at the default of * and set the role to Member.  If they have logged in previously and their role doesn't change, they aren't added to the space automatically. Is there some snag in the system, or am I missing something?

7/6/2017 09:21 PM
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BryceDJ
Bryce Johannes

There are two cases where the auto assignment rules are evaluated:

  1. When a user is first added to a community (your site).
  2. When a user's role changes.

I think this is consistent with what you found. If you want to add a bunch of existing users to a space, you can do that from Control Panel > Content > Spaces > Add People

7/6/2017 09:25 PM
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Comment
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mahboch
Christine Mahboob

Are there plans to make the auto-assignment more robust? I have several spaces that I want to add 700 people to, and we don't want to have to continually add new hires to those spaces. We want all employees to be Members of several Corporate spaces.

7/6/2017 09:27 PM
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Comment
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mahboch
Christine Mahboob

okay, new hires would be added on first login. But then those spaces add sub-spaces and we have to add 700+ people to the new space

7/6/2017 09:28 PM
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BryceDJ
Bryce Johannes

The bulk Add People feature is going to be your best bet for your scenario for awhile I think. Adding a few hundred people there I think would take just a few minutes. If you want to consider something more sophisticated and tailored you can look into the REST API.

7/6/2017 09:31 PM
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mahboch
Christine Mahboob

Thank you  smile

7/6/2017 09:36 PM
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hnabbasi
Hassan Abbasi

Is there a way to auto enroll users to a space without them having to "Accept" an invitation?

Thanks.

4/25/2018 01:57 PM
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gskamau
Grace Kamau

Hey Hassan,

Take a look at Control Panel: Add People to Space .

Grace

4/25/2018 04:22 PM
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Comment
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kcina
Kayla Cina

When you change a person's role, does the new role and corresponding space/assignment rules take place immediately. Or do they need to login again in order for the new role to take place. In addition, if I simply switch their role to something different, save and then edit the role again back to the original role (in order to try to take advantage of the user/space assignment rules) will this work? I have tested quite a bit, and can't seem to get it to work, so I'm wondering if their is a logout/login required as well.

Thanks!

11/29/2018 02:13 AM
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Comment
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gskamau
Grace Kamau

Hey Kayla,

User space assignment rules are applied immediately and updating roles will apply the associated rules.

Grace

11/29/2018 06:39 PM
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staylor
Shawn Taylor

I am new to communifire.  I am using User space assignment rules with good success.  Here is what I noticed and I am looking for someone to confirm what I am seeing makes sense:

  1. I create a new role called "ProcessOwner" in Control Panel-People-Roles.
  2. I create a new space called "NewSpace" at the top level.
  3. I add a user space assignment rule so that it auto enrolls users that have a site role of ProcessOwner to the NewSpace as a member.
  4. I add a member to the site and assign them the ProcessOwner role; The new user is add to the site as a member.
  5. I remove the ProcessOwner role from the new user; The user is removed from the site.
  6. I set the users role back to ProcessOwner; Again, the user is added to the space as a member.
  7. I remove the user space assignment rule; The user remains in the space.

Does this make sense?  Seems like it should remove the user.

    3/11/2019 10:39 PM
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    gskamau
    Grace Kamau

    Hey Shawn,

    Deleting user space assignment rules doesn't affect previously added users. This is as designed.

    Grace

    3/12/2019 04:50 PM
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