---
title: Creating and Managing Groups
description: 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...
---

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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`.

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