If you are in a data-sharing agreement with one or more other sites using the Galaxy Link (hub-portal relationship), you'll want to be aware of how initiatives and user groups are shared in cross-domain situations.

Note: Throughout this article, we refer to the site that is sharing data as the "hub" and the site that is receiving data as the "portal."


Initiatives follow needs across domains. See below for details on data availability and the portal manager's ability to hide hub initiatives.

Availability of Data

Because initiatives are available across domains, volunteers on a portal will be able to see them, as long as they contain public needs and the portal and hub agree that the initiative can be seen on the portal. (In other words, as long as no one has manually excluded the initiative from the volunteer view). Here are some details:

Banner - A portal user viewing a hub need within a hub initiative will be able to see the initiative banner and description, just as they appear on the hub.

Custom questions - If the hub site manager has added custom questions to an initiative, the portal user responding to an initiative need will be able to respond to those question on the need-response form.

Searching/Filtering - A portal user will be able to see the hub initiatives(s) in their search/filter dropdown on the needs page.

Other data - When a portal volunteer responds to a hub need with a hub initiative, that data is recorded. So when an admin views need responses, the initiative will be specified in that data.

Ability to Edit or Hide Data

The portal site manager has limited ability to edit initiative-related data.

  • Hub managers cannot edit portal initiatives, and portal managers cannot edit hub initiatives.
  • Both managers can block another site's initiatives from being shown on their site.
  • A portal manager cannot add a hub initiative to any need, regardless of whether the need originated on the hub or the portal; they can only add  portal initiatives to needs.
  • A portal initiative can be added to a hub need; however, the hub manager must be the one to add it, since the need lives on the hub. If a portal manager wants a portal initiative added to a hub need, they must contact the hub manager, who can then make that change.

Because the portal manager cannot add a hub need, they do not have the ability to make the need private.

User Groups

User groups follow users across domains. See below for details on data availability and the portal manager's ability to edit user groups.

Data Availability

Because user groups flow across domains, you will be able to see user group data when viewing applicable information for users, responses, and hours. Here are some details:

  • If a user has a user group and they respond to a hub need, then the response will record their user group.
  • If a portal user with a user group responds to a hub need, the portal user group will appear in the responses and hours tables.

Ability to Edit Data

The portal site manager has limited ability to edit user-group related data.

  • Editing another site's user groups: A site manager cannot edit a user group that belongs to another site. For example, a hub manager cannot edit a portal's user group.
  • Assigning initiatives and needs to user groups: Initiatives cannot be assigned to user groups. A site manager can assign needs to user groups, regardless of whether the needs are part of an initiative, but a site manager cannot assign one of its needs to a user group from another site.
  • Assigning user groups to another site's users: A site manager assign one of its user groups to a user from another site. For example, a hub manager add a portal member to a hub user group.