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Information Technology Services

Administrative Groups

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What is an Admn Group?

Like a Personal Group, an Administrative Group can be used to send email to a collection of BC people. However, Administrative Groups have the following characteristics:

  • Owned by a Department
    Unlike a personal group, which begins with the creator's username, an Admn Group begins with a department's prefix. To learn more about prefixes, contact Production Services for assistance at prodserv@bc.edu
  • Automatic Shared Access
    Each person who is added as a member of the group can also view and use the group from Campus Groups. To achieve a similar function with personal groups, the creator has to manually add usernames to a "share this list with" area.
  • Shared Maintenance
    In contrast to a personal group, which can only be updated by the person who created it, an Admn Group creator is required to designate at least one other person as an administrator of the group.
  • Restricted to Administrators
    A person needs to be authorized by their department in order to gain access to the Create Admn Group function. Contact your Technology Consultant if you need access to create an administrative group.

Creating an Admn Group

To create an administrative group:

  1. Log into Agora Portal (https://portal.bc.edu).
  2. Select Campus Groups from the Agora Portal menu.
  3. From the Campus Groups toolbar, click Create Admn Group.
    The Create and Maintain Administrative Groups page appears. If you do not have a Create Admn Group link, contact your Technology Consultant for assistance.
  4. Click the Create a New Administrative Group link.
    The Manage Administrative Groups page appears.
  5. Select a prefix using the pull-down menu. To learn more about prefixes, contact Production Services for assistance at prodserv@bc.edu.
  6. Enter a short descriptive name for the group.
    • Do not use any special characters: ,"? -|;*/\}{ or ()_.
    • Your departmental prefix plus this descriptive name will become the listserv name (e.g. commserv.InfoTech@bc.edu, libres.Academic.Services@bc.edu, libres.Admissions@bc.edu, sturec.TechSupport@bc.edu).
    • The name is NOT case-sensitive. It doesn't matter if you choose upper or lower case letters.
  7. In the Members of this Group box, enter one member identifier per line for each BC person you would like to add to this group.
    The following can be used as a member identifier:
    • BC Username, eg. smithjo
    • BC Eagle Number (8 digits on front of Eagle-One Card, no dash)
      Acceptable formats: 12345678
    • Social Security Number (no dashes)
      Acceptable format: 123456789
    • BC Email Address
      Acceptable format: john.smith.1@bc.edu

    Tips: Any combination of the above identifiers may be used in the group. Do not worry about including the same individual twice. Each individual will only appear in your group once.

  8. If you have entries in your cart, an Append the Contents from My Cart link appears. Click this link if you want to add the people who are in your cart to the group.
  9. As the creator of this group, you are automatically authorized to update it. In the Administrators for this Group box, you must designate at least one other person to maintain this group by entering an identifier.
    The following can be used as administrator identifiers:
    • BC Username, eg. smithjo
    • BC Eagle Number (8 digits on front of Eagle-One Card, no dash)
      Acceptable formats: 12345678
    • BC Email Address
      Acceptable format: john.smith.1@bc.edu
  10. Click the Create/Update button.
    A message informs you that your group is being processed. You will receive an email confirmation receipt when your group is ready.

Using an Admn Group

Once an Administrative Group is created, it appears on the My Groups page in Campus Groups.

To email an entire group:

Click the QuickMail or Desktop link next to the Group name.

  • Selecting the QuickMail link opens a compose window using QuickMail.
  • Selecting the Desktop link opens a compose window using the default email application on your computer. Find out more about configuring your email application.

Note: Read the mass mailing guidelines before emailing a large number of people.

To email selected individuals:

  1. Click the group name to display a list of all the addresses in that group.
  2. For each person in the group, select To, Cc, Bcc, or Don't Send. When emailing a large group, we recommend using Bcc (Blind carbon copy) so that the addresses do not appear in the compose window.
  3. Click Add to My Cart to send selected addresses to the email cart. You are now ready to send an email to the selected addresses in your cart. Learn more about working with your cart.

Updating an Admn Group

To update an Administrative Group:

  1. On the My Groups page, click the Update link next to the group's name.
    The Manage Administrative Groups page appears.
  2. The prefix and group name are pre-filled and cannot be changed on this form. The other options function the same way as if you were creating the group. You can update the members of the groups and/or the administrators of the group. Go to Create an Admn Group for more details.

Deleting an Admn Group

To delete an Administrative Group:

  1. On the My Groups page, click the Delete link next to the group's name.
    A warning message appears that states "Are you sure you want to delete Administrative Group <group name here>?"
  2. Click OK to delete the group or click Cancel to stop the deletion request.
    If you delete the group, a pop up message says "You have successfully deleted Administrative Group: <group name here>."
  3. The Administrative Group disappears from the My Groups and the Create Admin Groups pages and all administrators of the group will receive an email notification for the deleted group.