Groups

A group is a name — Finance, Leadership, the Board — and the members of your organisation in it. Wherever someone can name a person to share with or to ask, they can name a group instead. Groups are managed on Admin → Groups by owners and admins.

Creating a group#

1. 1

   Create it

   On Admin → Groups, choose New group and give it a name. Names are unique within the organisation; people and agents will type this name, so make it the one they would use.

2. 2

   Add members

   Open the group, search for a member by name or email (at least two characters), and add them. Only active members of the organisation can be added. Guests cannot.

3. 3

   Remove members when they move on

   Remove a person from the group on the same page. Deleting a group removes it and its membership list; the people themselves are not affected.

The Source column shows where a group came from. Every group created on this screen is manual. Groups are not synchronised from an identity provider today, so keep membership up to date here.

Sharing a report with a group#

When a report is shared with a group, anyone in the group can open it. Membership is checked each time someone opens the report, so adding a person to the group gives them access to everything already shared with it, and removing them takes that access away. See Publishing and sharing reports.

Asking a group#

An approval, a review or a request for information can be addressed to a group by name. The group is turned into the people in it when the request is made, and that list is kept for the life of the request:

• Someone who joins the group after a request was made cannot decide it; someone who leaves the group still can.
• The request records that it asked the group, so the approval page and the evidence of the decision show the group's name, not only the people it reached.
• For an approval, if the person asking is in the group they are left out: asking your own team means asking the rest of it.
• An approval addressed to a group with nobody else in it is refused when it is made, rather than sent to no one. Add members first.

Groups can also be named as approvers in Policies, in the same words an agent would use. How a request is decided once it reaches people is in Deciding an approval.

What is recorded#

Creating and deleting a group are written to the audit log, with the administrator who did it and the group's name.