Groups

Groups are collections of users organized by characteristics that help control access to content, such as geography, job role, or hierarchy. A user can belong to multiple groups, and groups can also contain other groups. By default, all users are automatically included in the "All Users" group.

Group information is managed in the Groups page of the Admin Console; this is the second item in the left-side navigation panel.

Create a group

1. Click Create Group.

2. Enter a Name: Provide a meaningful name for the group that reflects its purpose (for example, Sales Team or North America Region).

3. Enter a unique Group ID: The Group ID is a required field whose value must be unique within your platform. This ID is often used for API and backend operations, so ensure it is something meaningful and follows any organizational naming conventions.

4. (Optional) Add a Description of the group to clarify its role or purpose.

5. Click Manage Members to add users or other groups to this new group.

   1. In the Manage Members dialog, use the search bar to find users or groups.

   2. Select the checkboxes for any users or groups you want to add to this group.

6. Click Create Group to finalize and create the group.

Change a group's info

1. In the Groups page, use the search bar at the top to find the group by its name or group ID. You can also scroll through the list of groups to locate the one you want to modify.

2. Click the Action ⋮ menu on the right end of the group's row.

3. Select Edit Name, ID, or Description. The Edit Name/Description dialog appears.

4. Edit the group's details:

   • Name: You can modify the group name to reflect a new purpose or structure.

   • Group ID: The Group ID can change, but it must remain unique across the platform.

   • Description: You can change or update the group description to reflect any changes in the group’s purpose.

5. Click Save to save your changes.

Edit the metadata of multiple groups

1. In the Groups page, locate the groups you want to modify. You can use the search field to filter the list of groups, or you can scroll through the list of groups.

2. Select the checkbox next to each group's name. Be sure that you have selected the checkboxes for only the groups you want to modify, and no others.

3. Click Edit Metadata. The Edit Group Metadata dialog appears, with a tab on the left side for each group you selected.

4. For each group, click the tab for the group, and enter JSON-formatted data in the Advanced Editor text area.

   Note: The content of the metadata is determined by the system or application that consumes it. Your organization can use the content of this field in any way that meets its needs, as long as the metadata is in JSON format.

5. Click Save Changes when you are finished editing.

Manage the members of a group

1. In the Groups page, use the search bar at the top to find the group by its name or group ID. You can also scroll through the list of groups to locate the one you want to modify.

2. Click the Action ⋮ menu on the right end of the group's row.

3. Select Manage Members: The Manage Members dialog opens.

   • To add members, search for users or groups using the search field, and select the checkbox next to the names of the users or groups you wish to add.

   • To remove members, clear the checkbox next to the users or groups you wish to remove from the group.

4. Click Apply to save the changes.

Manage the members of multiple groups

1. In the Groups page, locate the groups you want to modify. You can use the search field to filter the list of groups, or you can scroll through the list of groups.

2. Select the checkbox next to each group's name. Be sure that you have selected the checkboxes for only the groups you want to modify, and no others.

3. Click Manage Members. The Manage Members dialog opens, with a tab for each selected group on the left side.

4. For each group, click the tab for the group, and make the changes you want:

   • To add members, search for users or groups using the search field, and select the checkbox next to the names of the users or groups you wish to add.

   • To remove members, clear the checkbox next to the users or groups you wish to remove from the group.

5. Click Apply to save the changes.

Delete a group

When you delete a group, the deletion is permanent and cannot be undone. Deleting a group does not delete the users in the group but it removes the users' association with that group. Do not delete any groups that are important for access control.

1. In the Groups page, use the search bar at the top to find the group by its name or group ID. You can also scroll through the list of groups to locate the one you want to modify.

2. Click the Action ⋮ menu on the right end of the group's row.

3. Click Delete. A confirmation dialog appears.

4. If you are sure you want to delete the user, click Delete. Otherwise, click Cancel to avoid deleting the user.

Delete multiple groups

1. In the Groups page, locate the groups you want to delete. You can use the search field to filter the list of groups, or you can scroll through the list of groups.

2. Select the checkbox next to each group's name. Be sure that you have selected the checkboxes for only the groups you want to delete, and no others.

3. Click Delete. A confirmation dialog appears.

4. If you are sure you want to delete the selected groups, click Delete in the confirmation dialog.