Recommendations for IAM groups

The group management tool can be found at https://idm.helsinki.fi/web
Note! A VPN connection is required outside the University network 

Read more about groups and the IAM group management tool here

Before creating a new group, use the IAM tool to check if there is already a suitable group for your purpose among the existing groups.

Do you belong to a group?
Groups are used for controlling many rights and problems can often stem from you not belonging to a particular group. You can also check your own groups on the University’s Windows PC with the HY Assistant tool.

The IAM system has three types of groups: starting with "grp-", "hy-" and "sys-".

  • grp-groups are intended for use by a small group, for limited or temporary needs, e.g. for students, research groups, etc.
    • anyone can create a grp group themselves and manage its data with the group management tool: the member list, owners and other information
    • the member list can be viewed only by the group owners
    • the owner can decide whether the group can be used for e-mails
    • before creating a new group, use the group management tool to check if there is already a suitable group for your purpose

NB! The group should have at least two owners to ensure the maintenance of the group.

  • hy groups are meant for shared use by the University community
    • anyone can request the establishment of a group at hy-ryhmat@helsinki.fi if there is no suitable group among the existing ones. To expedite the processing of your request, please provide the following information:
      • intended use
      • a proposal for the name of the group
      • a proposal for the group owners
    • the maintenance of the member list is the responsibility of the party who is familiar with the practical operation of the group in question  
    • the member list can be viewed by everyone
    • hy-groups always have an e-mail address (except for a few special cases, e.g. hy-employees)
    • some hy groups are automatic groups whose membership is determined by the employment contract and contract information in SAP-HR, more information is provided in these Helpdesk instructions (Detailed help).
      • these are in the form: hy-faculty abbreviation-department abbreviation-employees or hy-independent institute abbreviation-employees
  • sys groups are automatic groups created from HERO.

There are three types of groups

  • grp-groups are intended for use by a small group, for limited or temporary needs, e.g. for students, research groups, etc.
  • hy groups are meant for shared use by the University community
  • sys groups are automatic groups created from HERO.

NOTE: the group owner is not automatically a group member, so if you want the owner to have the necessary rights, add them as a member.

  • You can create a grp group yourself with the group management tool and manage its data: the member list, owners and other information.
  • Before you create a new group, check whether there is a suitable group in the existing groups. For example, you can use the groups starting with hy and indicated in the detailed instructions. You can search groups on the Search for and Create Groups tab in the group management tool.
  • Give the group as descriptive a name as possible. For example, you can use an organisation unit abbreviation at the beginning of the name.
  • In the description, indicate the purpose of use as accurately as possible. Describe in such a way that the persons connected to the group can be determined from its purpose.

You can request the creation of an hy group by sending a message to hy-ryhmat@helsinki.fi. To expedite the processing of your request, please provide the following information:

  • intended use
  • a proposal for the name of the group
  • a proposal for the group owners

NOTE: the group owner is not automatically a group member, so if you want the owner to have the rights, add them as a member. 

For more instructions, see the Detailed help tab

There are three types of groups

  • grp-groups are intended for use by a small group, for limited or temporary needs, e.g. for students, research groups, etc.
  • hy groups are meant for shared use by the University community
  • sys groups are automatic groups created from HERO.

NOTE: the group owner is not automatically a group member, so if you want the owner to have the necessary rights, add them as a member.

Hy groups

  • Hy groups are meant for shared use by the entire University community. Some of these are maintained manually, some are automatic groups whose membership is determined by the employment contract and contract information in SAP-HR.
  • The member list, group description and owners of the hy groups are visible to everyone. The member list can be found in the results of the search function by clicking the info button after the name of the group.
  • Hy groups are always available for e-mails (except for a few special cases, e.g. hy-employees).
  • The groups starting with hy are created centrally. The member list is maintained as close as possible to the operating environment in question.
  • Some hy groups are automatic groups whose membership is determined by the employment contract and contract information in SAP-HR. See below for more details about this.
  • Anyone can request the establishment of a group at hy-ryhmat@helsinki.fi. To expedite the processing of your request, please provide the following information: 
    • intended use
    • a proposal for the name of the group
    • a proposal for the group owners

1) hy-faculty abbreviation-department abbreviation-employees and hy-independent institute abbreviation-employees

  • Include the employees of the organisational unit in question with a valid employment agreement in SAP-HR and no exemption from work.
  • Created in the system automatically.
  • Updated daily from the SAP-HR data.

2) hy-faculty abbreviation-department abbreviation-coemployees and hy-independent institute abbreviation-coemployees

  • Include the professors emeriti of the organisation unit in question, visiting researchers, docents with an adjunct professorship agreement, scholarship researchers, visiting professors with a username of the University of Helsinki and valid contract information in SAP-HR (other than the employment contract, personnel subgroup D2-D6).
  • Created in the system automatically.
  • Updated daily from the SAP-HR data.

3) hy-faculty abbreviation-department abbreviation-allstaff and hy-independent institute abbreviation-allstaff

  • Include the corresponding group ending with -employees and -coemployees + possible manually maintained persons and/or groups whose information are not received from SAP HR.
    • Manually-maintained persons and persons belonging to manually-maintained groups are persons belonging to the work community in question whose contract information in SAP HR does not relate to the unit in question (e.g. double affiliations).
  • These groups are updated by the service coordinators.

4) hy-faculty abbreviation-department abbreviation-supervisors and hy-independent institute abbreviation-supervisors

  • Include the employees of the organisational unit in question with a valid employment contract in SAP-HR and a supervisor status (and no exemption from work).
  • Created in the system automatically.
  • Updated daily from the SAP-HR data.

5) hy-faculty abbreviation-department abbreviation-leveln and hy-independent institute abbreviation-leveln

  • Include the employees of the organisational unit in question with a valid employment contract in SAP-HR and a position in the teaching and research staff (career steps 1–4, i.e. 1, 2, 3 or 4) and no exemption from work.
  • Created in the system automatically.
  • Updated daily from the SAP-HR data.

6) hy-faculty abbreviation-department abbreviation-teach-research and hy-independent institute abbreviation-teach-research

  • Include groups ending with -leveln of the of the organisational unit in question + possible manually maintained persons and/or groups whose information are not received from SAP-HR.
    • Manually-maintained persons and persons belonging to manually-maintained groups are persons belonging to the work community in question whose contract information in SAP HR does not relate to the unit in question (e.g. double affiliations).
  • Check the group owners from the Group management tool.

7) hy-employees

  • Includes all university employees with a valid employment contract in SAP-HR. Also those dismissed from work are included. NOTE! Not available as an e-mail list.

 

Grp groups

Groups beginning with grp are groups that can be created with the group management tool by all University staff and students with a username issued by the University.
Further instructions on how to create a group are provided in separate instructions

  • the grp group can be created by anyone with a University username (so-called AD username).
  • You will only see the description of the grp groups and a list of their owners.
  • The member list is not displayed for the grp groups. The member list can be viewed only by the group owners.
  • Before creating a new group, use the same tool to check if there is already a suitable group for your purpose.
  • If you don’t know whether a grp group is suitable for your purpose, contact the group owner for further information. The group owner is indicated in the Search for and Create Groups tab in the group management tool. Enter the name of the group in the search field. The search results show the owners of the group and their e-mail addresses.

NB! The group should have at least two owners to ensure the maintenance of the group. 

Sys groups

Sys groups are automatic groups created from HERO.

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