Groups
Creating and managing groups
Group people together so you can grant folder or document access to all of them at once.
Step 1
Why groups are worth setting up
If you keep adding the same people to a folder's access, make a group instead. Grant the group once and every member gets access, including people who join it later. Remove someone from the group and the access they had through it goes too.
Legal Team
Contracts and compliance
Finance
Step 2
Open Groups
In Organization, press Groups. Each row shows the group's name and description, whether it was made by hand (Manual) or comes from your directory (LDAP), and how many members it has.
Groups
Manage user groups and apply them to folders and files as an access grantee
Legal Team
Contracts and compliance
Step 3
Create a group
New Group asks for a name, an optional description and a colour. Name it after who is in it, like Legal Team, since that is what people read when they pick it in an access list.
Create Group
Step 4
Add members
Press the person icon on the group to open its members. Type a name or email in the box and press a person to add them. They get a notification that they were added.
Legal Team
Contracts and compliance
- PSmember
Priya Shah
priya@example.com
Sam Lee
sam@example.com
Jordan Reyes
jordan@example.com
2 members · manually managed
Step 5
Remove a member
Press the cross at the end of the row of a member. A Remove from group? window asks you to confirm, then Remove takes them out of the group, along with any access they had only through it. Press the name of a member to open their View Access.
Jordan Reyes
jordan@example.com
Sam Lee
sam@example.com
2 members · manually managed
Remove from group?
Step 6
Edit or disable
The pencil reopens the form. The eye disables the group: it is marked Disabled and the access it grants is paused everywhere until you enable it again. Members stay in it meanwhile. Disabled groups stay visible to admins, owners and anyone whose role can manage groups.
Legal Team
Contracts and compliance
Step 7
Delete
Press Delete, then Confirm within three seconds. The group disappears from every access list, and access granted through it stops at once.
Finance
Step 8
Groups from your directory
Groups marked LDAP are synced from your company directory. Their members are managed there, so the person icon, labelled Show members, opens a read-only list with no add box or remove buttons; only the name, description and colour can be changed here. Manual groups show the add box and cross buttons only to people who can manage groups, and everyone else sees the same list read-only.
Jordan Reyes
jordan@example.com
Sam Lee
sam@example.com
2 members · synced from directory
Step 9
Use the group for access
Groups appear under Allowed Groups wherever you restrict a folder or file to specific people. Restricting a folder to specific people, under Documents, covers that.
Manage Access
Configure who can access Contracts
Restrict from other admins
Organization Admins who aren't explicitly listed above won't be able to see this folder. The organization owner can always access it.
Try it in Secretary, or create an account to get started.