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Manage groups and membership

Open Administration → Groups. Groups collect people who should receive the same document permissions or participate in the same workflow tasks.

Documents groups and descriptionsDocuments groups and descriptions
Use recognisable business groups rather than a separate grant for every person. Select image to enlarge.
Group detail and membershipGroup detail and membership
Inspect group members before granting the group document access. Select image to enlarge.

Create and maintain a group​

  1. Choose New group and enter a name and useful description.
  2. Save the group and open its detail page.
  3. Add the intended people from the available directory lookup.
  4. Check the members and remove people who no longer belong.
  5. Grant the group an item role on the relevant folder or document.

Creating a group does not itself grant access to a folder. Membership and the item grant are separate decisions.

Built-in membership​

All Employees is a system group for people with Documents access. Its membership is automatic and cannot be edited like an ordinary group. Granting a broad group access can make content visible to many people; verify that this matches the folder's purpose.

Workflow groups​

A workflow can assign a step to a group, for example Managers or Finance Approvers. Read the step's Any/All completion rule when deciding whether one member can complete the group task or multiple actions are required.

Before removing a group, inspect the folders, documents and saved workflows that use it. Replace the intended access or participants first so a business process does not lose its reviewers.