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Creating and Managing Groups

Groups let you manage permissions for multiple users at once. Instead of setting access on each document for each individual, you add users to a group and grant permissions to the group. Every member of the group automatically inherits those permissions.

When to Use Groups

Use groups when: - Multiple users should have the same access to the same documents - You want to manage permissions by department or team (Finance, HR, Legal, IT) - You want to grant all new employees access to specific documents as soon as they are added to the right group

Creating a Group

  1. Go to Administration > Groups
  2. Click + Add group
  3. Give the group a clear name matching its purpose: Finance Team, HR Team, Management, Legal
  4. Click Save

The group is now available to assign users to, and to grant permissions on documents.

Adding Users to a Group

From the group edit page:

  1. Open the group
  2. In the Users section, search for and add users
  3. Save

From the user edit page:

  1. Open a user's account
  2. In the Groups section, add the groups they belong to
  3. Save

Users can belong to multiple groups simultaneously.

Removing Users from a Group

  1. Open the group
  2. Remove the user from the Users list
  3. Save

The user immediately loses any permissions they held through that group.

Granting Group Permissions on a Document

  1. Open the document
  2. Click the Permissions tab
  3. Under Groups, search for and add the group
  4. Select the permission level: View, Change, Delete, or Share
  5. Save

All current and future members of the group can now access the document at the granted level.

Using Workflows to Auto-Grant Group Permissions

Instead of manually granting permissions document by document, create a workflow that automatically grants a group access when a document is created:

  • Workflow trigger: Document created
  • Filter: Document type = Invoice
  • Action: Assign view permission → group Finance Team

Every new invoice becomes accessible to the Finance Team automatically.

Naming Groups Consistently

Use clear department or function names. Avoid abbreviations that won't be recognisable to future admins. A group called FIN is harder to manage than one called Finance Team.