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https://wiki.kerbalspaceprogram.com/wiki/Action_group
It sounds to me as if your problem isn't necessarily with the groups themselves but the way in which some components function.
Anyway, it's really very simple: action groups allow you to make one (or more) components "do" something by hitting a specific action key. Because these can be convenient in common situations we already have a few "build-in" action groups which can be used to turn the lights on/off, expanding the landing gear (or other gear; depending on your craft), brakes (should speak for itself) and even the emergency stop can be fully customized to your needs.
Even the staging process is basically an action group in itself!
All that's left to do is set up your craft for it to "do" something.
For example... I've designed a "rescue vessel" of some sorts in an attempt to get some of my stranded kerbals back to kerbin. It has a cargo bay and a grabbing unit. Because this is the main function of the craft I set up the "gear" group to open the cargo bay doors, enable the grabbing device and also turn a few lights on.
The advantage here is that I can simply press 'g' when near my stranded capsule and my ship is ready for action. Or press 'u' to toggle all external lights, stuff like that.
In the end it's really nothing more but allowing several parts to "do" something when you press a specific key.
1 - Toggle motors on all robotic parts of the boom arm. (Sometimes the arm goes floppy, and tapping 1 once or twice fixes it.)
2 - All science instruments collect science.
3 - Extend all solar panels, thermal control units, & drills.
4 - Retract all solar panels, thermal control units, & drills, Stop all drills, ISRU operations and fuel cell arrays. Reset to build angles for all robotic parts.
5 - Start all drills, fuel cell arrays, and the ISRU's LiqOx production.
8 - Toggle solar panels.
0 - Toggle all engines.
So when I land, I tap 0 so I don't accidentially launch if I bump the wrong button. I may tap 2 if I haven't been in that biome before. When I want to mine, I'll tap 3, wait until everything is deployed, then tap 5. When I'm all refuelled, I tap 4 to pack up. Then tap 0 to turn all the engines back on, and launch back into orbit.
https://steamcommunity.com/sharedfiles/filedetails/?id=2357454849
https://steamcommunity.com/sharedfiles/filedetails/?id=2357455540
I also use a KAL-1000 unit here. It coordinates the two hinges so the docking port at the end remains perpendicular to the ground. Playing it back and forth moves the arm up and down.
Having an engineering mentality to technical things (similar to you by my observation) leads folks to increasingly complex designs, and the reason it gets more and more difficult to execute is because the original design of the robotics *while surprisingly capable* was not to provide infinitely dynamic movement like a human arm/hand, but more of a "pre-programmed" assembly-line type operation. As you push that boundary from pre-set to dynamic, as ShelLuser implied, it becomes more difficult because it wasn't designed to be managed in the way you desire.
That's not to say it can't be done, only that the spirit of KSP is more along the lines of a Lego kit to get to the Mun, not a one-off custom machine.
The good news, however, is that if you don't like the spirit of KSP, there always seems to be a mod for that, although I personally have no idea what mod to use here!