Creating and Maintaining Library Membership: Use Public Groups, or Add Individual Users to Libraries?
My org is debating how to create and maintain the user membership in Salesforce Libraries/Content. I know that we can use Public Groups to which to add users to certain groups, e.g. a "Project Management Library Viewers" or a "Project Management Library Authors" group. Of course, the addition and removal of users to and from these groups must be done by someone with the administrative rights to modify group membership -- a seeming disadvantage for a Library Administrator who wants to add a user but maintain the integrity of the group membership. [Of course, the Library Administrator can always add an individual user in any role he/she/they want, but the user is added as an individual, not part of a public group: a problem that can be corrected by a system admin at a later time, but would still have to be corrected....].
MY QUESTION: So if a sys admin has to do the Public Group list maintenance, what's the HUGE ADVANTAGE of using public groups for Library users instead of adding them to Libraries (with their roles as Library Administrator, Author, or Viewer) individually? Does it have to do with a public group member's ability to "follow" a file/document and receive notice that a file/document's been updated? How does Chatter fit into all of this?
@John Schaaf Interesting discussion. Do you use communities or plan to use communities where you would like to share your files to portal users? If that is the case, i would also recommend a group for your portal users with restricted access . The challenge is adding the users to the groups which becomes painstakingly hard with many clicks. One thing we have done is an apex solution which would add members based on attributes of the users to the groups automatically.
