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The Austin Active Directory Department Group Tools are used to manage a Department's groups using a convenient and easy to use web interface.  They allow for group management in scenarios where the native Active Directory tools are not installed or where they cannot even be installed such as on a computer running a non-Windows OS.


All groups created in the Department Group Tools reside under austin.utexas.edu/Groups/Managed (not the Department OU under austin.utexas.edu/Departments.)

Because of this, Department OU Administrators do not have the ability to update group memberships of these groups.


Groups that were created in a Department OU can also be set up to be managed using the Department Group Tools.


There are three roles within the tool: Department OU Owner, Group Administrator, and Group Manager.

RolesGroup ScopeAvailable ActionsHow Someone Falls into Scope of the Role

OU OWNER

Groups native to the Department Group Tools
  • Add Department Group Administrator
  • Remove Department Group Administrator

When a Department OU is created, the requestor provides a list of the initial OU Owners.

Department OU Owners can edit (add/remove) owners of the Department OU.

If a Department falls in the scenario where there are no valid OU Owners (for example, all of the owners are former staff), the owners can be updated by one of the following processes:

  • The Head of the Department submits a request to the AD team, specifying the EIDs of the new OU Owners.
  • IT staff member from the department contacts the ISO who will review it and then submit a request to the AD team, specifying the EIDs of the new OU Owners.

GROUP ADMINISTRATOR

  • Create Group
  • Delete Group
  • Modify Group
  • View Group Members
  • Add a Group Member
  • Remove a Group Member
Department OU Owners manage the Group Admins.

GROUP MANAGER

  • View Group Members
  • Add a Group Member
  • Remove a Group Member
A group's manager is set by a Department Group Administrator.

GROUP MANAGER

Groups existing within a Department OU
  • View Group Members
  • Add a Group Member
  • Remove a Group Member
A Department OU Administrator (or someone else that has been delegated the necessary permissions) sets the Managed By and checks the Manager can update member list checkbox on a group located within a Department OU.


Add Department Group Administrator OU OWNER

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the OU Owners section, click on Edit Group Admins.
  3. Select the desired Department OU from the Select a Department OU drop down list.
  4. The current Group Admins will be shown under Current Group Administrators.
  5. Enter the EID of the new Group Admin.
  6. Optionally check the Exact Match checkbox if you have entered the exact EID to search on.
    (For example, when searching abc1 with the checkbox unchecked, the search results will include abc1, abc12, abc123, etc.).
  7. Click the Check Names button.
  8. Select the appropriate user in the Search Results.
  9. Click the Add New Admin button.


Remove Department Group Administrator OU OWNER

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the OU Owners section, click on Edit Group Admins.
  3. Select the desired Department OU from the Select a Department OU drop down list.
  4. The current Group Admins will be shown under Current Group Administrators.
  5. Select the Group Admin to be removed and click the Remove Selected Admin button.


Create Group GROUP ADMINISTRATOR

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the Group Administrators section, click on Create Group.
  3. Select the desired Department OU from the Select a Department OU drop down list.
  4. Under Group Name enter the name for the new group that you are creating. Note that the group name is automatically prefixed with the Department OU Name followed by a dash.
    (You do not need to enter the DEPT- prefix when setting the group name.)
  5. If you want to have the group synced to Box, check the Enable UTBox AD Group Sync checkbox.
    (This will sync the group and its members with UTBox so it can be used to share items.)
  6. Optionally provide a description for the new group under Group Description.
    This is optional but highly recommended. You can note the intended use of the new group here.
  7. Optionally set a ManagedBy Group Name.
    Members of the ManagedBy Group will be able to add and remove members of the new group.
    If a ManagedBy Group is not set, only Department Group Administrators will be able to manage the members of the new group.
    • Under ManagedBy Group Name, enter the name of an AD group.
    • Optionally check the Exact Match checkbox if you have entered the exact group name to search on.
      (If the checkbox is not checked, the search will apply a wildcard to the end of what was entered).
    • Click the Check Names button.
    • Select the desired group in the Search Results.
  8. Click the Create Group button


Modify Group GROUP ADMINISTRATOR

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the Group Administrators section, click on Create Group.
  3. Select the desired Department OU from the Select a Department OU drop down list.
  4. Under Select a Group to Modify, select the group that you want to modify.
  5. You can then update the group in one or more ways:
    • You can toggle whether the group is synced with UTBox by checking/unchecking the Enable UTBox AD Group Sync checkbox.
      This saved is applied upon checking or unchecking the box.
    • You can rename the group by entering the desired new name under New Group Name.  Note that the group name is automatically prefixed with the Department OU Name followed by a dash.
      (You do not need to enter the DEPT- prefix when setting the group name.)
      Click the Save New Group Name button.
    • You can add/remove/change the group's description by entering the desired new description under New Group Description.
      Click the Save New Description button.
    • You can change the ManagedBy Group Name by entering the name of an AD group under New ManagedBy Group Name.
      Optionally check the Exact Match checkbox if you have entered the exact group name to search on.
      (If the checkbox is not checked, the search will apply a wildcard to the end of what was entered).
      Click the Check Names button.
      Select the desired group in the Search Results.
      Click the Save New ManagedBy button.
    • You can remove the ManagedBy Group Name.
      Click the Delete ManagedBy button.
      If a ManagedBy Group is not set, only Department Group Administrators will be able to manage the members of the new group.


Delete Group GROUP ADMINISTRATOR

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the Group Administrators section, click on Delete Group.
  3. Select the desired Department OU from the Select a Department OU drop down list.
  4. Under Current Managed Groups, select the group that you want to delete.
  5. Click the Delete Selected Group button.


View Group Members GROUP ADMINISTRATOR

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the Group Administrators section, click on Managed Group Members.
  3. Under Select a managed group, select the group that you want to view the members of.
  4. The group's current members are listed under Current Group Members.


Add a Group Member GROUP ADMINISTRATOR

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the Group Administrators section, click on Managed Group Members.
  3. Under Select a managed group, select the group that you want to add a member to.
  4. Under Enter the EID or Security Group Name to Add, enter the user name or group name that you want to add as a member of the group.
  5. Optionally check the Exact Match checkbox if you have entered the exact user name or group name to search on.
    (If the checkbox is not checked, the search will apply a wildcard to the end of what was entered).
  6. Click the Check Names button.
  7. Select the desired user or group from the Search Results.
  8. Click the Add Member button.


Remove a Group Member GROUP ADMINISTRATOR

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the Group Administrators section, click on Managed Group Members.
  3. Under Select a managed group, select the group that you want to remove a member from.
  4. Under Current Group Members, select the group member that you want to remove.
    If the list of members is long, you can search for EIDs that are members by entering an EID to the right of the Find EID button and then clicking the Find EID button.  (This only works for EIDs; it will not find departmental accounts or groups.)
  5. Click the Remove Member button.


View Group Members GROUP MANAGER

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the Group Managers section, click on Edit Group Membership.
  3. Under Select a group to edit, select the group that you want to view the members of.
  4. The group's current members are listed under Current Group Members.


Add a Group Member GROUP MANAGER

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the Group Managers section, click on Edit Group Membership.
  3. Under Select a group to edit, select the group that you want to add a member to.
  4. Under Enter the EID or Group Name to Add, enter the user name or group name that you want to add as a member of the group.
  5. Optionally check the Exact Match checkbox if you have entered the exact user name or group name to search on.
    (If the checkbox is not checked, the search will apply a wildcard to the end of what was entered).
  6. Click the Check Names button.
  7. Select the desired user or group from the Search Results.
  8. Click the Add Member button.


Remove a Group Member GROUP MANAGER

  1. Log into the Department User Tools on https://www.austin.utexas.edu/DeptGroupTools.
  2. From the menu on the left side of the page, under the Group Managers section, click on Edit Group Membership.
  3. Under Select a group to edit, select the group that you want to remove a member from.
  4. Under Current Group Members, select the group member that you want to remove.
    If the list of members is long, you can search for EIDs that are members by entering an EID to the right of the Find EID button and then clicking the Find EID button.  (This only works for EIDs; it will not find departmental accounts or groups.)
  5. Click the Remove Member button.


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