User Managed Groups (UMGs) Instructions

Instructions and descriptions about the UMG service.
Information and instructions on how to use User Managed Groups (UMGs) to manage who can access files in your PASS space.

 

The following information provides instructions for creating, modifying/removing or transferring ownership of a User Managed Group (UMG). A User Managed Group allows you to create a group of users (via their respective Penn State Access Account user IDs), and then restrict this group to a folder in:

  • Personal Web space, including Protected Personal space
  • Course Online Account (COLA) space
  • Departmental Web space
  • Any other folders stored in PASS
  • A variety of services that leverage PASS
  • Anything else that currently leverages Access Accounts via the Enterprise Directory

UMG creation is exclusively online, and replaces the former paper/PDF UMG application form, and creation of a group is immediate. Likewise, for group removal, management, and transfer of ownership changes are effective immediately.

 

Getting Started

Go to the User Managed Group Management Interface at https://umg.its.psu.edu/. Note that authentication with your Access Account userid and password are required in order to gain access. The UMG interface uses Penn State WebAccess for authentication. For additional information about WebAccess, please visit the Penn State WebAccess Help page.

Upon successful authentication, the UMG interface appears. On the left, you'll notice navigation for creating a group, removing or modifying a group, and transferring group ownership.

A single UMG has a three-part structure: A single owner, one or a group of admins, and members in a normal group. The owner of the UMG is a member of a group umg/umgname.owner and may assign members to the admin group. The admin(s) are members of a group umg/umgname.admin and may assign members to the normal group. Access to content or a resource is then given to members of that normal group umg/umgname. When a person creates a new group, they are a member of all three groups: .owner, .admin and normal.

If you already have one or more groups that suit your current needs, you may begin by modifying group membership for those groups. If you haven't already established a group, your will first need to create one before modifying its access. Once you have created a group with individuals who need access to your content, go to the PASS Explorer or Access Control Manager to assign access to the group(s). Also note that you can use your UMGs anywhere that you would normally restrict by individual Access Accounts (e.g. Web applications, local file servers, machine authorization, etc.)

 

Creating a Group

  • Click Create a Group from the left-side navigation.
  • The screen for creating a UMG appears.
    •  
      • NOTE: There are two types of UMGs: personal (for individuals) or functional (for departments, units, or projects). A user may have up to 30 personal groups and/or up to 50 functional groups. Read the information on this screen prior to selecting your group type. This screen also lists the number of groups you have for each type.
  • To show a listing of your groups, click the Show Your Groups checkbox.


Personal Group Type

  • Click the radio button for the Personal Group Type to select this option. The Personal Group Name: field appears.
  • Enter a name for your group, read the agreement statement, and click Create Group. A screen appears and notes that your UMG is being created. This may take several seconds. Once your group is created, this screen notes the group name.
  • Click Manage UMGs from the left-side navigation to add users to your group.


Functional Group Type

  • Click the radio button for the Functional Group Type to select this option. Information for the Functional Group Type appears.
  • Select your campus location
  • Enter your department/unit name
  • Enter a group name, and indicate the group owner information as new or existing.
  • Click Create Group.
  • A screen appears and notes that your UMG is being created. This may take several seconds. Once your group is created, this screen notes the group name. Note that a new owner group will assume the group you just created as the owner. If you choose an existing group, the group will assume the ownership of the selected group.
  • Click Modify or Remove a Group from the left-side navigation to add users to your group. Instructions for Bulk Upload feature can be found here.



Modifying or Removing a Group

  • From the primary left-side navigation:
    •  
      • Click Modify or Remove a Group.
      • A screen appears listing all of the UMGs you are permitted to modify. You can modify membership or remove the group by way of this screen.
      • Follow the instructions noted on this screen to perform either action.
  • An owner of a group can add/modify administrators for that group by:
    •  
      •  First select the group's .admin group.
      • Then click Modify Membership.
      • Then, follow the instructions on the screen to complete the process.

 

Transfer Ownership of a Group

  • From the primary left-side navigation:
    •  
      • Click Transfer Ownership of a Group.
      • A screen appears listing all of the UMGs for which you are permitted to transfer ownership (the groups for which you are an owner).
      • Follow the instructions noted on this screen to perform either action.

 

Requesting a Course Group

Requests for Course Groups should be made via the Create a User Managed Group for a Course online form via the Online Application Forms Central service managed by the ITS Accounts Services Office.

 

Restricting Access to a Directory

Once users have been added to your UMG, you can use it to restrict access to directories and services that use PASS. To do so, use the PASS Explorer (for courses, departmental/unit space, project space) or the Access Control Manager (ACM) (for protected personal PASS), and follow the instructions provided for each tool.

 

Contact Information

If you need assistance or experience problems, please send an email message to helpdesk@psu.edu and include the following:

  • your Access Account user ID
  • the name of your UMG
  • the time the error occurred
  • the Web browser type and version you use
  • the platform you use
  • any error message(s) you receive, if any  [an error occurred while processing this directive]

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