Group Setup and Maintenance

In the Request Form System, users can assign forms to groups for processing. Groups are set up in Apollo to authorize appropriate people from each department as group owners. Thereafter, each group’s ownership and membership is maintained by the department’s group owners.

Group Setup

To request group setup, send an email to askUS@austin.utexas.edu with the subject “Request Form Group Setup.” Include the following information:

Request Form type (e.g., Travel Authorization, Purchase Request, Travel Reimbursement, etc.)
Department’s mainframe logon ID prefix, if known (e.g., the prefix for mainframe logon ID ACDEU is AC.)
Group description (50-character limit. Include the department name, type of form, and key words such as “FIS Travel Processors” or “History – Normandy Scholars”)
UT EIDs of people authorized to maintain the group (People responsible for adding or removing group owners and group members. Must have at least two UT EIDs and no more than five.)
Group members’ UT EIDs: (People responsible for processing forms assigned to the group)

Once group(s) have been set up, User Services will assist the department with profiling assignees for people in the department who will use the form(s).

Maintaining Group Owners

Group owners can add or remove other group owners, and they can add or remove group members. To add or remove a group owner:

Go to the Groups I Own page
Find the appropriate group and click the linked name of the group.
On the Profile page, scroll to the bottom and find the Owners table. In the Owner identifier column, add the UT EID of the new owner or remove the UT EID of the owner who should be removed.
Do not click Delete; that will delete the group. Click Update. The new group owner’s name displays in the Owner name column and if applicable, the former one is removed.

Maintaining Group Membership

Group owners can add or remove group members.

To add a group member:

From the Groups I Own page, find the appropriate group title, and just below it click the Membership Page link.
Near the top of the Membership page in the Add member drop-down menu, select UT EID and type the UT EID in the field to the right of the drop-down menu.
Click Grant Membership. The new group member’s name and UT EID displays in the Name column.

To remove a group member:

From the Groups I Own page, find the appropriate group title, and just below it click the Membership Page link.
In the Members of Group table, find the UT EID that should be removed from group membership and click Delete. The group member’s name and UT EID is removed from the Name column.