The external group is used to collaborate with LINE WORKS users from other companies.
External groups can use messages and message room features (Note, Event, Task, Folder) on a group basis.
The member who creates the group becomes the Group Master. The Group Master can change the group setting and manage group members.
The available shared storage capacity of the domain that created the external group will decrease according to the exact amount used by the external group.
However, you cannot create external groups with LINE users. You can collaborate with LINE users in General Message Room.
Create an external group
The following are the ways to create an external group:
- Create an external group in Contacts
- Convert a General Message Room to an external group
- Create an external group in Admin by administrator
To create an external group, all group members must be the 'Connected-members' for external messaging. Members who are not the 'Connected-members' will be automatically removed from the group.
Before creating an external group, the Group Master must first add the external LINE WORKS users to Contacts.
Create an external group in Contacts
You can create an external group with LINE WORKS users from other companies in Contacts.
Mobile
- Tap 'Contacts'.
- Tap
. - Tap 'Create Group'.
- Tap 'Create External Group'.
- Create a group profile, enter the group name and description. Then, change the settings on Message, Note, Event, Folder, and Group Notification. You can enter up to 100 characters for the group name and 300 characters for the group description. All external groups are set as private by default. Only the members of the group can search for the group, find the group in the list of all groups, search and autocomplete results.
- Tap 'Group Member'.
- Tap
, and select the members you want to add as the Group Masters and external group members. However, you can only select members who are 'Connected-members' for external messaging. - Tap 'Save' to create an external group.
PC Web
- Click
on the top. - Click 'New' on the left menu.
- Click 'Add Group' on the top right.
- Click 'Create External Group'.
- In 'Add External Group' window, create a group profile, enter a group name and description. Then, select members for 'Group Master', and 'Member'. You can enter up to 100 characters for the group name and 300 characters for the group description. All external groups are set as private by default and will not be exposed to users other than the group members in their list of all groups, search results, and autocomplete.
- Change the settings for 'Used Features'.
- Click 'Add' to create an external group.
Convert a General Message Room to an external group
You can convert a message room with multiple members, including LINE WORKS users from other companies, to an external group. However, please note that you cannot convert the external group back to the general message room.
Mobile
- Open the message room you want to convert to an external group.
- Tap
. - Tap 'Create Group'.
- Create a group profile, enter the group name and description. Then, change the settings on Message, Note, Event, Folder, and Group Notification.
You can enter up to 100 characters for the group name and 300 characters for the group description. All external groups are set as private by default. Only the members of the group can search for the group, find the group in the list of all groups, search and autocomplete results. - Tap 'Save' to create an external group.
PC Web
- Click
on the top. - Click the message room you want to convert to an external group from the message room list on the left.
- Click
on the top right, and click 'Create group'. - In 'Add External Group' window, create a group profile, enter a group name and description. Then, select members for 'Group Master', and 'Member'. You can enter up to 100 characters for the group name and 300 characters for the group description. All external groups are set as private by default and will not be exposed to users other than the group members in their list of all groups, search results, and autocomplete.
- Change the settings for 'Used Features'.
- Click 'Add' to create an external group.
Change external group settings and manage members
If the administrator allowed the Group Master to change the group settings, the Group Master of an external group can edit the basic information and change settings for group features.
Also, the Group Master for an external group can manage the group members, such as adding or deleting them.
The Group Master of an external group can change the following information and feature settings.
- Basic external group information setting
- External group profile
- External group name
- External group description
- Add or delete Group Master of external group
- Add or delete external group members
- External Group Message Room features setting
- Set whether to use Message
- Set whether to use Note, Folder, and Event
Delete an external group
Group Master of external group can delete the external groups in the group setting. Deleting a group deletes all data stored in the group’s Message, Note, Event, and Folder, and cannot be restored. When you delete an external group, related data will be deleted from the companies of all group members at the same time.
Leave an external group
External group members cannot leave an External Group Message Room by themselves.
The Group Master must remove the member from the group for a member to leave the Group Message Room.
A member who has left cannot enter the Group Message Room. However, the posts and photos that have already been posted by that member remain in the Group Message Room.
If the administrator disabled the 'Manage External Message Users' of a specific member, the member is automatically excluded from the external group and will leave the message room.