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Manage repository cycle groups

Named cycle groups are the reusable participant groups every item in a repository can use for its cycles. Maintain them repository-wide here; choosing a group for an individual item is covered in Set up a cycle group.

Prerequisites​

  • The Manage Cycle Groups repository permission. With View Cycle Groups instead, the pages are read-only.

Steps​

In the Repository area, select Cycle Groups.

Create a named cycle group​

  1. On the Groups tab, click + Create Cycle Group and enter a group name.

  2. Click the + button, then select Add User / Group. Search and pick the members, then confirm. A group can contain individual users, platform user groups, and other named cycle groups.

  3. Set the completion requirement in the dropdown above the member list:

    • All members need to complete the action in any order
    • All members need to complete the action in this order — drag members to set the order; when someone rejects, members later in the order are not asked.
    • {n} of {m} need to complete the action — a quorum.

    A platform user group always counts as "all members in any order".

  4. For tiered workflowsWorkflow An automated or semi-automated sequence of tasks that moves work from initiation to completion, often with routing rules and human-task assignments., click +, then select Add Subgroup. Each subgroup has its own members and completion requirement, so you can combine, for example, a one-of-two department sign-off with a final named approver. Subgroups nest.

  5. Click Save.

The cycle group editor with the completion requirement dropdown and the add button.

Edit, rename, or delete a group​

  • Find the group on the Groups tab — the Jump to letters skip through the alphabetical list — and expand it to preview its members.
  • Open the group's menu and select Edit to change members, order, completion requirements, or the name.
  • Deleting a group resets every item that used it to the default group for that cycle type.

Every repository has four built-in defaults — Default Reviewer Group, Default Approval Group, Default Endorsement Group, and Default Acknowledgement Group — which new items use automatically. You can edit their members but not rename or delete them.

Look up memberships​

  • The User Assignments tab lists the repository's users; expand one to see every cycle group they belong to, directly or through nesting.
  • The Group Assignments tab does the same for groups, and also lists the items assigned to each group, with the cycle type each one uses it for.

Push a group change to running cycles​

Review, approval, and endorsement cycles freeze their participants when the cycle starts, so editing a group leaves a running cycle on the membership it started with. Re-apply the group to bring those cycles up to date — for a batch of items, or for one item. Either way you need the manage-cycle permission for that cycle type on each item you update; items you can't update aren't selectable.

  • A batch of items — on the Group Assignments tab, expand the group. Its assigned items are listed with a Users Last Updated On column. Check the items to refresh and click Update Users.
  • One item — open the item and go to its Manage Cycles tab. During a running cycle the group appears as Cycle Group Based On, with Users Last Updated On below it; click Update beside that date.

Re-applying the group replaces the frozen participants with the group's current members. Acknowledgement cycles need none of this and offer neither control — they always read the latest group membership.

Export cycle groups to Excel​

Click Export as Excel to download the repository's cycle groups as a spreadsheet. The export covers each group's members — including nested groups and the users within them — the group hierarchy, basic group details, and assigned objects, so you can use the data for analysis, documentation, or reporting.

Limitations​

  • Review, approval, and endorsement cycles lock in their participants when the cycle starts, so editing a group doesn't reach a running cycle on its own — re-apply it as described in Push a group change to running cycles. Acknowledgement cycles always reflect the latest group membership. See Cycles.
  • Acknowledgement cycles ignore completion requirements and ordering: all members are collected into a flat list and each person acknowledges once.